Fleet Supervisor Access and Safety Focal Point

About the Organization

Cooperazione Internazionale (COOPI) is an international Italian NGO established in 1965. Since its establishment, COOPI has been undertaking activities to help and empower the poor and needy in different countries. COOPI Ethiopia started its operation in 1995 and has been primarily implementing emergency, relief and early recovery programs in water hygiene and sanitation, food security and livelihood, nutrition and protection sectors. COOPI is currently implementing 10 projects in Ethiopia focusing on WASH, ESNFI, CCCM, Energy, Food security and Livelihood managing 7 field bases and a staff of over 100 employees.

Job Summary

COOPI is looking for a qualified and competent Fleet Supervisor Access and Safety Focal Point for Addis Ababa. The position is based in Addis Ababa-Coordination Office.

Key Responsibilities

Safety & Access Support

• Oversee the Safety Risk Management process to cover all program locations
• Develop area and country safety management policies, protocols and procedures
• Manage the Safety System for field offices based on individual Safety Risk Assessments and ensure Area Teams strive to improve compliance with Minimum Operating Safety Standards (MOSS)
• Analyze, manage and report relevant information to the coordination and affected Area and project managers
• Identify actual, perceived, and foreseeable risks, along with measures to maintain program continuity and enhance resilience through robust security and risk management
• Produce monthly and quarterly security analysis/reports (including ad hoc daily updates, weekly summaries, and monthly trend analysis) where requested
• Develop, maintain, and participate in networks for (safety) information sharing internally and externally and participate in safety and access meetings
• Provide safety input in meetings and support the Senior Management Team (SMT) in decision-making
• Maintain relevant safety documentation, data and records for all staff and visitors
• Work with the Country Logistics & Procurement Manager to ensure that safety is adequately budgeted for in grants, support proposal development and donor reporting requirements, where applicable, and provide internal and external reporting inputs
• Technically advise on the procurement of safety-related equipment, facilities and other resources

Fleet Management

• Ensure that all Project Managers, Advisors, Finance and logistic team are supported with the vehicles needs for the activities implementation.
• Manage all cars and drivers based in the country coordination office ensuring all required meetings and any tasks from programs and operations departments are carried out on-time.
• Assist the country office in managing transport requirements including vehicles log book/sheet, fuel consumptions, vehicle maintenance, servicing and ensuring that all vehicles/motor bikes are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journey.
• Collaborate with managers and staff members in order to formulate and implement policies, procedures to meet the objective and goals of the department.
• Manage and be accountable for the vehicle fleet in liaison with COOPI field operation supervisors and logistics team, ordering and spare parts management of all vehicle related parts and consumables, including fuel.
• Ensure that appropriate communications equipment is installed and functioning in COOPI vehicle to meet the operational and security requirements.
• To monitor and evaluate COOPI driver’s performance, fuel consumption and vehicle maintenance and repairs.
• Plan, schedule and assign in town and field trip movement to meet staff travel requests in the most efficient and cost effective manner.
• To make sure that there is an efficient system of booking (daily, weekly, and monthly) as per the vehicle booking and allocation.
• Liaises and collaborate with field offices to ensure coordinated and optimal utilization of vehicles.
• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including Insurance).
• Prepare monthly report on vehicle utilization, fuel consumption, preventive services and maintenance and discuss with the Head of Logistics & Procurement to take appropriate actions.
• Work with the Field operations supervisors/logistics teams, and Head of Logistics & Procurement to ensure that payment for rental vehicles are paid monthly and to ensure the supply of reliable, safe rental vehicles to different project sites.
• Handling replacement of rental vehicles when deemed necessary for different reasons.
• Ensure appropriate inspection of rental vehicles before assigning to the field offices.
• Direct the activities of staff that repair and maintain the vehicles.
• Establish quality transport and services for the organization.
• Be familiar with local regulations/Laws and advice drivers to perform accordingly.
• Ensure the safety and security of the vehicles
• Manage the operations of generators in country office and inventory of generators in the field office
• Ensure the statuary requirements of the vehicles, 3rd party insurance, annual technical inspection
• Ensure timely renewal of insurance policy
• Ensure effectively handling of insurance claims and incident/accident reporting

Required Qualifications

• University degree in supply chain management, Logistic, Auto Mechanics, security and Access training or other relevant fields.
• A minimum of five years of relevant working experience with International NGOs in a related position
• Fluency in English
• Experience in context/security analysis and advising humanitarian personnel, working in humanitarian access, crises, and fragile contexts
• Excellent communication and interpersonal skills; ready to encourage, motivate, and guide team members to confidently approach safety and security issues, especially during crises
• Experience with information gathering, analysis and report writing
• Proven ability to prioritize tasks and meet deadlines under pressure
• Computer literate, able to use all common software packages
• Flexible, able to be based in highly insecure environments and travel to difficult and risky areas at short notice
• In-depth understanding of Ethiopia context.

Required Skills and Competencies

• Communication
• Vehicle maintenance, fuel control, and transport operations
• Security and safety

How to Apply

Interested applicants should submit the following non-returnable documents:

• Cover Letter and an Updated Curriculum Vitae (with credential documents), via: recruitment.ethiopia@coopi.org
• Please submit a copy of your document and COOPI will not take any responsibility for the loss of any original document.
• Please write position name that you apply for in the subject of email.
• Please do not forget to specify the location of interest on the cover letter.

Only short-listed candidates who meet the requirements will be contacted.

COOPI is committed to promoting diversity and gender equality within the Organization. Women candidates are strongly encouraged to apply.