Fleet Administrator 1 (801046)

Purpose The Fleet Asset Administrator 1 supervises the purchase, transfer and disposal of the vehicle assets in the region under his responsibility. S/he supervises the organisation and logistics of the Fleet trainings which take places in the delegation. Accountabilities & functional responsibilities Generates accurate statistics and maintain up to date fleet data using specialized fleet management tools. Produces high quality and actionable analytical reports both recurring and ad hoc using fleet databases (Fleetwave and Speedcast/VGS) to support decision making. Ensures the accuracy of all data entries in Fleetwave database and related components, verifying that fleet users record data correctly. Assists Fleet department in reflecting on their performance measures, improvements in the functional area of expertise and create ongoing support with data and analysis from fleet databases. Provides the VFM with Speedcast/VGS tracking system reports based on system alerts. Supports the implementation of fleet related projects and programmes. Independently drafts and finalizes correspondence, internal presentations, meeting minutes and other documents, share information among users. Updates timelines, tables, charts, schedules, and other tools, and ensures timely follow-up on invoices. Prepares for meetings by setting up rooms and materials, including technical set-up for conference calls, presentations and video conferences. Independently performs complex secretarial tasks. Assists in organizing seminars, training sessions and workshops; liaises with internal and external contacts and service providers related to their work and follows up on related expenses. Contributes to producing tools adapted to their unit’s needs. Applies information-management instructions and ensures compliance with established policies and procedures. Assist Fleet staff with daily fleet administrative activities, inclusive in ordering spare parts, tires, lubricants and tools. Maintains driver and accident files and ensures they are up to date Provide reports for yearly fleet budget to VFM Arranges and participates in Fleetwave and Speedcast/VGS platform trainings, as well as in internal driver safety trainings. Keeps all fleet related files up-to-date and ensures that records are managed properly as per Fleet/IM instructions. Ensures all fleet assets are registered in FWC and report their base changes to VFM Monitors vehicles registration and permit cards expiry dates and follow up with the traffic department and MoI to ensure timely renewals. Ensures all fleet assets, vehicle transfers and driver information are accurately registered in Fleetwave. Prepares and provides auction and donation documents for fleet assets. Prepares, follows up on, and closes the yearly vehicle and generator orders ex-GVA. Assists VFM in monitoring and analysing vehicles and generators fuel consumption in AF, identifying trends, and providing insights as needed. Identifies and reports all vehicles and generators with fuel consumption outside the target range, whether above or below the set thresholds. Reviews and validates all incoming and outgoing fuel documentation, including verification of bulk fuel deliveries. Records all in-out fuel data in FWC. Participates in fuel quality checks during bulk fuel deliveries in Kabul, in accordance with AF Fleet guidelines. Assists with the monthly physical fuel dipstick test for KAB (PRC and Log Center tanks), follows up with the sites, compiles the results, and shares the full report with the VFM. Monitors Vega platform, compares the fuel tank levels between FWC & Vega platform and reports any errors or discrepancies to VFM. Follows up on fuel counter calibrations in AF, in accordance with AF Fleet guidelines. Reports to (role) Vehicle Fleet Manager 3 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.

Certifications / Education required University degree in Business Administration. Fluent in written and spoken English and/or French. Computer proficiency. Professional experience required 3-5 years’ experience in administration and fleet management. Very good knowledge of political, social and cultural ICRC operational context.