About CARE

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

JOB SUMMARY:

The purpose of the fleet operation coordinator is to efficiently and effectively manage CARE Ethiopia’s transport fleet. This includes vehicles, motorcycles and other large machinery across the Country Office program, including those managed from Head Office (HO), Field Offices (FOs) and vehicles assigned to implementing partners. The position is required to analyze the overall ongoing fleet demand of all projects and required to ensure the efficient and effective deployment of owned and rented vehicles.

S/he will ensure scheduling of regular maintenance of the CO fleet for operational efficiency and is responsible for identifying more efficient methods of service provision, including out-sourcing functions related to transport, in coordination with the BSM.

The position holder is also required to ensure that all fleet management activities are conducted in adherence to CARE and country laws, policies, and procedures in order to promote safe, cost-effective, and appropriate operation of the fleet.

RESPONSIBILITIES AND TASKS: 

Job Responsibility # 1: Transport services (20%)

• Ensures weekly planning of transport requirements across all units in HO (includes transport services within Addis and for field trips outside of Addis Ababa to CARE operational areas).
• Links requests to the procurement team where the internal fleet is unable to match demands and maintains a log of services rendered.
• Manages the assignment of drivers within and outside of Addis Ababa in accordance with CARE’s transport policy, ensuring safety of travelers.
• Works with the program director or his/her delegate to ensure teams are coordinating field trips where possible for improved resource utilization.
• Ensures the proper utilization of the vehicle log sheet in both HO and FOs and takes corrective action as required. 
• Ensures that customers satisfaction questionnaires are collected and logged and feedback is provided to drivers after each trip.
• Manages the personal vehicle pool and reports associated costs of maintaining this pool to the BSM.

Job Responsibility #2: Vehicle maintenance (20%)

• Plans and implements preventive maintenance of vehicles and sees to it that all vehicles, motorcycles and large machinery are serviced as per schedule.
• Determines repair and maintenance needs and supervises progress with chosen vendors to ensure technical quality and timely service provision.  
• Follows up with the procurement and finance unit to ensure PR is raised and settlements are made as per actual work completed.
• Checks and verifies the correctness of the repair of vehicles made by outside garages and confirms this to the procurement unit.
• Carries out regular travel to the FOs to provide the necessary supervision and professional support to ensure the fleet management is up to CARE’s standards.
• Oversees proper utilization and replenishment of fuel, oil, lubricants and other supplies.
• Conducts trend and other analysis for the operational costs of CARE’s fleet and advises ways to minimize operating costs based on such studies.
• Keeps up to date with affordable technologic advancements in the automobile industry so that the country office can benefit from new ideas or approaches to fleet management for operational efficiency.

Job Responsibility #3: Insurance and inspection (20%)

• Plans and ensures timely insurance coverage and annual inspection of all CARE vehicles, motorcycles and machinery.
• Assesses and reports accidents in a timely manner to insurance companies and submits incidence reports of the same regularly.
• Follows up that all formalities are met from the Agency for CSOs, donors' and Ethiopian transport authority to secure new plates for vehicles and motorbikes.

Job Responsibility # 4: Staff management and supervision (20%)

• Develops and maintain a staffing plan for transport so that new hires and/or replacements are completed in a timely manner and that new proposals accurately budget for drivers and related transport requirements.
• Assists in the recruitment of quality drivers into the fleet management.
• Coordinates and consolidate the units annual vacation plans so that day to day operations are not disrupted as a result of poor vacation utilizations.
• Assists the BSM in the development of an annual work plan and cascades the same through individual work plans.
• Ensures staff APPAs include KPIs around customer satisfaction and continuously monitors and measures progress against agreed KPIs.
• Ensures that APAAs (annual and semiannual) are completed in a timely manner and submitted to HR.
• Creates a collaborative and conducive work environment for team members with the aim of strengthening team-work and job satisfaction.
• Ensures regular testing and upgrading of driver skills in HO and FOs.
• Ensures that drivers are continuously provided with orientations on required policies and procedures of the country office and the country law along with maintenance of records of written acknowledgement of the same by drivers.
• Periodically assesses the technical support needs of transport related functions in FOs; conduct supportive supervision visits and ensure surge support is provided to FOs in a timely manner.

Responsibility #5: Reporting (15%)

• Reviews, and consolidates all monthly vehicle status reports of the country office for submission to the BSM.
• Ensures that records of fuel, tire, insurance, maintenance/repair and other vehicle operation costs for each vehicle, motorcycle or machinery so that vehicles history/auto records are fully maintained in a timely manner.
• Monitors transport related costs to ensure that expenditures are consistent with approved budgets.
• Organizes vehicle accident documents and reports for insurance purposes.
• Plans and ensures timely insurance coverage and annual inspection of all CARE vehicles, motorcycles and machinery.
• Assesses and reports accidents in a timely manner to insurance companies and submits incidence reports of the same regularly.
• Follows up that all formalities are met from the Agency for CSOs, donors' and Ethiopian transport authority to secure new plates for vehicles and motorbikes.

Job Responsibility # 4: Staff management and supervision (20%)

• Develops and maintain a staffing plan for transport so that new hires and/or replacements are completed in a timely manner and that new proposals accurately budget for drivers and related transport requirements.
• Assists in the recruitment of quality drivers into the fleet management.
• Coordinates and consolidate the units annual vacation plans so that day to day operations are not disrupted as a result of poor vacation utilizations.
• Assists the BSM in the development of an annual work plan and cascades the same through individual work plans.
• Ensures staff APPAs include KPIs around customer satisfaction and continuously monitors and measures progress against agreed KPIs.
• Ensures that APAAs (annual and semiannual) are completed in a timely manner and submitted to HR.
• Creates a collaborative and conducive work environment for team members with the aim of strengthening team-work and job satisfaction.
• Ensures regular testing and upgrading of driver skills in HO and FOs.
• Ensures that drivers are continuously provided with orientations on required policies and procedures of the country office and the country law along with maintenance of records of written acknowledgment of the same by drivers.
• Periodically assesses the technical support needs of transport-related functions in FOs; conduct supportive supervision visits and ensure surge support is provided to FOs in a timely manner.

Responsibility #5: Reporting (15%)

• Reviews, and consolidates all monthly vehicle status reports of the country office for submission to the BSM.
• Ensures that records of fuel, tire, insurance, maintenance/repair and other vehicle operation costs for each vehicle, motorcycle or machinery so that vehicles history/auto records are fully maintained in a timely manner.
• Monitors transport related costs to ensure that expenditures are consistent with approved budgets.
• Organizes vehicle accident documents and reports for insurance purposes.

Responsibility #6: Other (5%)

• Assists new business development (NBD) team in vehicle operations budgeting and vehicle specifications.
• Ensures that the fleet management is in compliance with the country’s laws.
• Assists the BSM in the management of the unit’s annual budget preparation and subsequent management.
• Performs other duties as assigned by the BSM.

Job Requirements

Required:

Education

• College Degree in Auto mechanic, Mechanical Engineering and Transport Management or equivalent combination of education and work experience (Six years for College Diploma and four years for Degree)

EXPERIENCE:

Required:

• Minimum of 5 years’ experience in a similar Position

Technical Skill

• Demonstrated off road driving skills
• Proven coordination and planning skills
• Good knowledge of written and spoken English
• Analytical and problem- solving skills
• Basic computer skills with experience of using applications for vehicle management and other
• Outsourced fleet management systems 

COMPETENCIES

• Respect, accountability, courage, excellence, accountability, contributing to team success, customer focus, interpersonal skill, planning and organizing, proactive problem solving, stress tolerance.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.

How to Apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through www.ethiojobs.net

Only short-listed candidates will be contacted.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.