Requisition ID: req59176

Job Title: Fleet Assistant

Sector: Supply Chain

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Mykolaiv, Ukraine

Job Description

JOB OVERVIEW 

Fleet Assistant provides administrative and technical support to the IRC Fleet to ensure the effective use, enforcement and enforcement of Fleet Management Policies, Procedures and Guidelines in accordance with IRC rules and in accordance with the laws of Ukraine.

KEY RESPONSIBILITIES
 
•Vehicle Operations & Dispatching
Oversee the daily transportation of personnel and vehicle operations. Serve as the primary point of contact for vehicle dispatch coordination.
• Driver Management
Plan and implement weekly travel schedules in coordination with drivers to ensure efficient and timely transportation.
• Fleet Maintenance & Safety
Ensure that all vehicles are maintained in a safe, cost-effective, and operational condition in line with IRC standards.
• Staff Movement Tracking
Support the tracking of staff movements and manage field visit logistics at the base level.
• Fuel & Maintenance Oversight
Monitor fuel consumption and coordinate regular maintenance and repairs in collaboration with drivers and under the supervision of the Fleet Manager.
• Security Coordination
Work closely with the Security Officer to ensure all travel is planned according to the latest security updates. Confirm that routes are clear, passengers are briefed, and vehicles are equipped for emergencies or route deviations.
• Vehicle Records & Reporting
Consolidate and maintain accurate vehicle records, including mileage logs, monthly reports, and travel schedules. Liaise with accountants and maintain relationships with service providers (, fuel stations, car washes, repair shops).
• Vehicle Equipment Compliance
Ensure all vehicles are equipped with required tools and safety equipment as per IRC policies, including spare tires, toolkits, and first aid kits.
• Logbook Accuracy
Ensure that all IRC drivers maintain complete, legible, and up-to-date entries in vehicle logbooks, maintain the logbooks for each generator.
• Vehicle and Generators Condition Checks
Conduct regular inspections of vehicles and generators to check fuel, oil, coolant levels, tire pressure, cleanliness, and any signs of damage.
• People management
Conduct regular one-on-one meetings with drivers, prepare and manage vacation schedules, and foster professional and effective collaboration between drivers and other staff. Ensure strong adherence to IRC management standards and safeguarding policies.
And any other additional tasks as per a request from the direct manager.
 
Job Requirements:

 Education:
• College degree or equivalent in Supply Chain Management, Logistics, Mechanics or related field.
• Additional certifications are an advantage.

 Experience:
• Minimum of 1 year of professional transport or logistics experience, preferably in the humanitarian sector.
• Experience working in a multicultural and fast-paced environment is an asset.

Skills and Competencies:
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to work under pressure and handle multiple tasks simultaneously.
• Strong analytical and problem-solving skills.
• Attention to detail and ability to maintain accurate records.
• Deep knowledge of automotive mechanics and maintenance.

Language:
• Proficiency in Ukrainian and English.

Key Working Relationships: 
Position Reports to: Supply Chain Manager
Position directly supervises: Drivers
Other Internal and/or external contacts: 
Internal: Regular relationships with program staff, Operations staff, and country Supply Chain staff at all levels
External: Vendors and service providers