About this role
What we do
Since 1863, the International Committee of the Red Cross (ICRC) has worked to preserve human dignity and relieve suffering caused by war and armed violence.
In collaboration with our Red Cross and Red Crescent partners around the world, we do everything we can to deliver life-saving aid, reconnect families and locate missing people – helping those who need it most, regardless of who they are and what side of the front line they are on.
We engage with authorities and armed forces on all sides, often confidentially, pressing for access to detainees to improve their living conditions and urging compliance with international humanitarian law to protect non-combatants, including from digital threats.
Purpose
The Fleet Administrator 1 assists the Vehicle Fleet Manager with Fleet related administrative task including but not limited to creating reports, archiving, ensuring accurate record keeping, updating fleet data base systems, and gathering statistics. S/he supervises registration/deregistration processes and obtains necessary licenses/permits to operate, deregister and dispose of Fleet assets with the support of Import/Export Colleagues.
Accountabilities & functional responsibilities
- Carry out administrative tasks related to the Fleet department
- Notify and ensure that field sites are sending relevant Fleet data monthly.
- Ensure data entry in the fleet program "Fleetwave". (Fuel, Repairs, Vehicles, Stock)
- Report to Administration/Finance Departments on the private use of vehicles for expatriates on monthly basis.
- In coordination with the Vehicle Fleet Manager (VFM), organize and prepare monthly fleet KPI reports.
- Review fuel usage and report variances/discrepancies to superiors immediately
- Compile statistics and reports using available fleet data when requested
- Monitor and collects information from vehicle monitoring systems
- Ensure weekly hours/odometer readings are submitted from the field
- Follow up with departmental messages, and files all important messages related to Fleet according to the ICRC standard.
- Ensure proper filing and distribution of all fleet related documents.
- Ensure sale/donation/archive vehicle files of all ICRC assets are up to date.
- Create Requisition orders for workshop supplies and fuel as instructed
- Crosscheck and validates fuel invoices and delivery notes from suppliers
- Open the accident cases in the database and complete the file according to regulations
- In co-ordination with the Delegation’s Security Focal Point, assists with on-the-spot accident response and dealing with authorities/local insurance providers to obtain applicable documentation
- Collect all relevant information about possible damage caused by accidents and inform the supervisor immediately.
- Explain accidents reporting procedures to car users and assist them as needed.
Certifications / Education required
- Degree in transportation, logistics or proven relevant work history
- 2-3 years of experience in fleet management, logistics, administration or similar position
- Strong computer skills (Word/Excel mandatory, prior Fleet data-base systems an asset)
- Excellent knowledge of the geographically assigned environment
- Good knowledge of local insurance practices, national traffic laws/regulations and vehicle registration laws include; annual vehicle inspection requirements law by governments
- Good command of written and spoken English
- Driving license B manual gearbox required and C an asset.
- You must have a valid working permit to work in Nigeria
Desired profile and skills
- Strongly motivated by humanitarian work
- Able to work under pressure
What we offer
- Rewarding work in a humanitarian and multicultural environment.
- Competitive employment package with medical insurance and ICRC pension plan.
- In-house training opportunities for personal development.
- A full-time, fixed-term contract (1year – renewable).
- The opportunity to join an ICRC talent pool, be considered for future assignments elsewhere and experience different contexts, fields, and challenges.
Our values
- At the ICRC, we value impact, collaboration, respect, and compassion. We seek candidates who demonstrate behaviors based on these shared values. For more information on the ICRC values, please visit this page. (https://careers.icrc.org/content/Our-Values/?locale=en_GB)
Reports to (role)
- Vehicle Fleet Manager
People management responsibilities
No
Relationships
- Internally, interacts with Fleet staff, Vehicle Fleet Manager, Fleet Asset Administrator 2 and the whole logistics department.
- Externally,interacts with customs and police authorities.