A. PRINCIPAL RESPONSIBILITIES:
B. SPECIFIC TASKS:
General
•In coordination with the Deputy Transportation Manager and programming staff, determine transportation needs for the short- and longer-term.
•Manage the CRS private and leased vehicle fleet under his/her responsibility.
•Set up a spare key cabinet with limited access.
•Assign vehicles and drivers as requested.
•Ensure that vehicles have at least ½ tank of fuel at all times.
•Maintain vehicles in excellent condition.

Implementation and management of project vehicle and passenger control systems.
•Familiarize staff with the use of management systems and forms having to do with vehicle use, maintenance and repair (e.g., Work Requests, Fuel Coupons, Travel Authorizations, Parking Access Log, etc.).
•Collaborate with all CRS departments to plan travel; schedule drivers and vehicles. Program vehicles logically and rationally, and certify that they are used in a competent and professional manner by all drivers.
•Create and maintain an administrative filing system for each vehicle. Ensure that documents are correctly filed in the vehicle’s dossier in a timely manner.
•Ensure that all documents related to the assignment and use of CRS or leased project vehicles are filled out, approved, signed, submitted and filed.
•Communicate the rules and regulations governing vehicle use to drivers and other CRS and partner personnel.
•Inform and train – if necessary – CRS vehicle users and department managers in the systems employed to manage the fleet and to verify the use of the administrative and management systems such as: Travel Authorizations, Vehicle Log Sheets, Parking Access Log, regular maintenance and repair planning, fuel coupons, etc.
•Deliver in a timely manner vehicles scheduled for regular maintenance to garage facilities, and their rapid return to CRS.
•Prepare documents such as Work/Purchase Requests for the repair, maintenance, fueling, etc. of vehicles.
•Inform the Deputy Transportation Manger - verbally and in writing - of any abuse or misuse of CRS vehicles by CRS or partner employees.

•Supervision of staff and driver
•Ensure that each staff understands his/her roles and responsibilities.
•Verify that all drivers possess current and valid drivers’ licenses.
•Regularly evaluate the driving ability of all CRS drivers; make recommendations for further training or other actions required to guarantee minimum driving standards.
•Evaluate the abilities of drivers to perform minor maintenance and repairs on vehicles.
•Investigate sources of training (driver education and / or basic mechanics) and prepare training courses for drivers as necessary.
•Provide coaching to Drivers. Document – in writing as appropriate – all cases of substandard performance and discuss with staff member to improve performance.
•Verify that each driver provides the hours of service per day to CRS as stipulated in the internal regulations of CRS and in their individual contracts.
•With the Administrative Assistant to ensure Driver travel advances are prepared and liquidated as per policy.

Reporting
•Manage the Vehicle Management System (VMS) for vehicles under direct responsibility.
•Ensure that all vehicle information is entered and updated as necessary, and that vehicle log data is entered efficiently and correctly.
•Prepare monthly vehicle use reports from VMS. This includes expense reporting on fuel, oil, parts, repair and maintenance by vehicle and DSPN.
•Prepare a monthly maintenance plan for all motorized equipment that is both realistic and logical.
•Ensure that all field vehicles return to the CRS parking lot in accordance with policies and procedures. Conduct “spot checks” in the parking lot to verify that field vehicles have returned from missions as scheduled in good condition.
•Ensure that Vehicle Accident Reports and Security Incident Reports are completed and submitted by all employees and partner staff involved in accidents with CRS vehicles. Obtain accident reports from the Police and National Insurance agency.

•Prepare insurance documents, registration cards, and other documents for submission to local Government authorities.
•Maintain an accurate inventory of motorized capital equipment (e.g., vehicles, motorcycles).
•Ensure that all vehicle documents are up-to-date. Renew license plates, insurance, registration as necessary.
•Make photocopies of each vehicle’s documents and place them in each vehicle’s on board log.

•Vehicles movement control
•Ensure that all departures and arrivals of CRS vehicles are logged.
•Schedule and monitor the washing and cleaning of vehicles.
•Rigorously ensure that regular and logical maintenance and checks of the vehicles are completed in the parking lot at the CRS office, particularly post field mission.

•Coordinate with the other departments of CRS.
•Obtain and prepare responses to weekly Vehicle Plans from each department and ensure vehicle availability.
•Communicate regularly to the Deputy Transportation Manger Manager and department managers the status of all motorized assets and Driver availability.

Other:Complete other relevant tasks as assigned by supervisor.

• Minimum 2 years of professional experience in fleet management and / or logistics
• University degree in Logistics, Management and/or Administration.
• Professional degree or degree in mechanics preferred
• Ability to work as part of a team and to coordinate closely with other team members.
• Strong negotiating skills. Training experience highly preferred
• Demonstrated rational and logical thinking; ability to creatively and quickly find solutions to problems
• Proven ability to manage personnel, delegate and follow-up; must be able to “multi-task”
• Fluency (writing, reading, speaking) in French. Fluency in English desirable
• Computer experience: Windows systems, MS Word and MS Excel;
• Conscientious with excellent sense of judgment

Interested candidates should send their curriculum vitae with a cover letter, and copy of certificates with the mention L-TO-0211

2011-02-18