Fleet Manager

John Snow, Inc.

Supporting an AIDS-Free Era

Position Description

John Snow, Inc. (JSI) seeks highly qualified and accomplished public health leaders and providers for the recently awarded United States Agency for International Development (USAID)/PEPFAR-funded Supporting an AIDS-Free Era (SAFE) Project in Zambia. The five-year project which will be led by JSI in partnership with Abt Associates, mothers2mothers, and the Catholic Medical Mission Board, will work to reduce HIV mortality, morbidity and transmission, while improving nutrition outcomes and family planning integration in three provinces: Central, Copperbelt, and North-Western. USAID/PEPFAR SAFE will work with the GRZ, private sector and civil society institutions at the national, provincial, and district level to increase access to ART for HIV positive adults and children, reduce the incidence of new infections, improve Nutritional Assessment, Counseling and Services (NACS) and family planning services, and increase the capacity of local health institutions to better serve affected populations.

Position Title: Fleet Manager
Position Type: Full-time
Location: Lusaka

Job Summary:

The Zambia SAFE Fleet Manager will provide general oversight and management of the USAID/PEPFAR SAFE Project vehicle fleet and drivers and ensure the all project vehicles are used in accordance to JSI policy. The Fleet Manager reports to the Deputy Director of Finance and Operations.

Primary Responsibilities and Duties:

• Plan and organize all activities related to project’s vehicle supplies, servicing, operation, maintenance and repair; establish and maintain priorities and time lines; assure vehicle-related functions and activities comply with established laws, codes, rules, regulations, JSI policies and procedures.
• Manage the Car Tracking System online to ensure there is no breach of project’s policies and provide weekly report for each vehicle to Deputy Director of Finance and Operations.
• Track fuel consumption through Car Tracking System and provide report to DDFO on monthly basis.
• Coordinate and direct personnel, resources and communications to meet transportation needs to assure smooth and efficient activities, as well as keep track of all vehicle requests from project staff.
• Keep track of the vehicle maintenance logs to ensure that all vehicles are maintained and in proper operating condition; coordinate with vehicle service centres on service plans.
• Prepare Monthly tracking and monitoring reports, providing analysis of monthly vehicles operational costs reports (fuel, service and maintenance), and other reports as requested on fleet related information.
• Coordinate off-site maintenance and repair and work with drivers for overall security and coordination measures in emergency events.
• Prepare monthly vehicle fuel top ups and coordinate with accounting department on timely payments; provide advice on fuel related contracts.
• Negotiate and manage contracts for hired vehicles when needed.
• Manage fleet vehicle insurance policies and modifications to ensure they are up to date; assist with processing of insurance claims.
• Provide feedback and consultation to the Deputy Director of Finance and Operations regarding all fleet issues; provide details and technical information regarding related laws, codes, regulations, policies, and procedures when needed.
• Manage Drivers’ travel schedules that ensure fair distribution of workload as well as maximizing drivers efficiencies.
• Ensure that all Regional Offices are submitting vehicles’ logs and maintenance log to Lusaka office on time.
• Coordinate with Lead Drivers in the three regional office to ensure all vehicles are in good condition and well maintained, and all reports are submitted on time to Lusaka office.
• Supervise and support fleet drivers adherence to the regulations to keep vehicles in good running conditions and that drivers adhere to the general project policy including but not limited to:
• Checking up vehicles to ascertain that they are roadworthy for the day’s work or up-country field destinations.
• Monitoring of vehicle logbooks and fuel filling records.
• Not to over speed
• Vehicles are clean at all time
• Not using cell phones while driving
• Supervise all drivers and lead drivers in Lusaka and regional offices.
• Perform any other duties as may be assigned by supervisor or project management.

Desired Qualifications:

• Certificate of Secondary Education;
• At least 10 years of relevant experience in managing fleet of 20+ vehicles.
• Certificate in motor vehicle mechanics and vehicle repair from the recognized institution is essential
• Strong organizational skills;
• Well knowledge of Microsoft Excel and Word;
• Good English speaking and writing;
• A proven ability to work as part of a team and to be self-managing;
• Able to travel to project regional offices;
• Must be able to maintain confidentiality for all project and staff proprietary matters;
• Relevant experience with USAID-funded programs and knowledge of USAID rules, and regulations strongly desired; and
• Familiarity with web-based car tracking systems highly desirable.

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