Fleet Officer

Under direct line management of the Mechanical Support Manager (MSM), the Fleet Officer follows up the country program vehicle fleet and maintains effective control of all transport matters ensuring that MAG procedures are complied with. S/he oversees all vehicles, drivers, and related assets, including their operations, conditions, external and internal policy compliance, and overall performance. Fleet Officer ensures that vehicles and drivers are being utilized to their fullest potential in a safe and cost-effective manner.

Responsibilities

1. Ensure fleet requirements for the programme are met according to Fleet Management policies and procedures.
2. Ensure safe operation of the fleet through assistance in driver selection and training, quality maintenance to include routine checks and regular service and enforcing local fleet operating procedures.
3. Conduct annual refresher trainings to all MAG vehicle drivers following MAG Driving Manual and country regulations
4. Ensure appropriate use of the vehicle by all staff including use of seatbelts, adherence to speed limits, vehicle Log sheet control mechanism  
5. Systematic checking all cars after arriving from the field for lights, locks and AC.
6. Facilitate driving licences for international staff on program and arrange all required paperwork / follow up the whole process (making appointments, transportation of staff, driving test, written test, signatures and prints).
7. Acts as focal point for accidents/ crashes, and breakdowns. Follow up with all parties and prepare reports. Attend the accident site until the investigation is over and provides translation of reports (in-house or through contracted translation service providers).
8. Coordinate with MAG in-country insurance company, police, LMAC, LAF (in case of accidents, vehicle registration or other requirements).
9. Coordinate with Procurement and Logistics department for conducting repairs and external services on MAG vehicles, issuing PRFs as a requester
10. Ensure that the vehicle plan is updated, reviewed by MSM and approved by Head of Support Services (HoSS) before disseminating it to all staff
11. Regular quality check over vehicles belongings (hand tools, extinguishers, spare kits)
12. Ensure vehicle spare parts and consumables stock is timely replenished in each market: tires, filters, etc.
13. Handle and receive monthly vehicle Log sheets and Fuel cards.
14. Maintain Monthly Vehicle Tracker with updated data on each vehicle fuel consumption, cost on spares and services, disposal, etc.
15. Visit all MAG Lebanon bases for fleet related issues as per needs and requirements. 
16. Proactively identify, escalate and propose mitigation measures for any risks related to use of MAG vehicles in complex operating context and volatile security situations.
17. Report regularly to MSM and Head of Support Services on any points of attention and/or required changes or updates regarding Fleet Management.
18. Perform other duties as tasked by the line manager in accordance with department and program priorities

Essential Requirements

1. Bachelor’s Degree in relevant field and minimum 3 years of experience in similar role
2. Additional professional training in fleet, supply chain management (preferred)
3. Knowledge of NGO and donor regulations (preferred)
4. Valid public and private driving license issued in Lebanon and clean driving record
5. Strong verbal and written English communication skills.
6. Strong presentation and facilitation skills
7. Ability to build effective relationships with all clients, peers, and stakeholders
8. Ability to work hands-on, independently, and within team
9. Strong computer skills: Microsoft Office Applications
10. Knowledge and working experience with fleet maintenance management software

GENERAL

All MAG staff is expected to undertake the following general duties:

• Work towards achieving departmental business plan objectives.
• Work within the framework of MAG’s core values, promoting its ethos and mission statement.
• Work as part of a team and liaise with other departments to ensure effective communications across the organization.
• Ensure familiarity with and adhere to all MAG policies and procedures and Safeguarding framework.
• Ensure confidentiality of information as required by MAG policies and procedures.
• Undertake any other duties appropriate to the post as may be required.
• Aware of gender mainstreaming and ready to participate in gender awareness courses/training
• Able to work in a mixed team
• Undertake and apply learning from appropriate training and development programmes.
• Understand and uphold the standards outlined in MAG’s Safeguarding Framework, acting with due care and attention to safeguard the wellbeing of anyone that comes into contact with MAG’s work and reporting concerns if they do arise.