JOB DESCRIPTION

The International Rescue Committee (IRC) responds to the world”s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world”s largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you”re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

JOB OVERVIEW
Fleet Assistant provides administrative and technical support to the IRC Fleet to ensure the effective use, enforcement and enforcement of Fleet Management Policies, Procedures and Guidelines in accordance with IRC rules and in accordance with the laws of Ukraine.KEY RESPONSIBILITIES
• Vehicle Operations & DispatchingOversee the daily transportation of personnel and vehicle operations. Serve as the primary point of contact for vehicle dispatch coordination.• Driver ManagementPlan and implement weekly travel schedules in coordination with drivers to ensure efficient and timely transportation.• Fleet Maintenance & SafetyEnsure that all vehicles are maintained in a safe, cost-effective, and operational condition in line with IRC standards.• Staff Movement TrackingSupport the tracking of staff movements and manage field visit logistics at the base level.• Fuel & Maintenance OversightMonitor fuel consumption and coordinate regular maintenance and repairs in collaboration with drivers and under the supervision of the Fleet Manager.• Security CoordinationWork closely with the Security Officer to ensure all travel is planned according to the latest security updates. Confirm that routes are clear, passengers are briefed, and vehicles are equipped for emergencies or route deviations.• Vehicle Records & ReportingConsolidate and maintain accurate vehicle records, including mileage logs, monthly reports, and travel schedules. Liaise with accountants and maintain relationships with service providers (e.g., fuel stations, car washes, repair shops).• Vehicle Equipment ComplianceEnsure all vehicles are equipped with required tools and safety equipment as per IRC policies, including spare tires, toolkits, and first aid kits.• Logbook AccuracyEnsure that all IRC drivers maintain complete, legible, and up-to-date entries in vehicle logbooks, maintain the logbooks for each generator.• Vehicle and Generators Condition ChecksConduct regular inspections of vehicles and generators to check fuel, oil, coolant levels, tire pressure, cleanliness, and any signs of damage.• People managementConduct regular one-on-one meetings with drivers, prepare and manage vacation schedules, and foster professional and effective collaboration between drivers and other staff. Ensure strong adherence to IRC management standards and safeguarding policies.And any other additional tasks as per a request from the direct manager.
Job Requirements:
Education:

• College degree or equivalent in Supply Chain Management, Logistics, Mechanics or related field.• Additional certifications are an advantage.
Experience:

• Minimum of 1 year of professional transport or logistics experience, preferably in the humanitarian sector.• Experience working in a multicultural and fast-paced environment is an asset.Skills and Competencies:

• Strong organizational and time management skills.• Excellent communication and interpersonal skills.• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).• Ability to work under pressure and handle multiple tasks simultaneously.• Strong analytical and problem-solving skills.• Attention to detail and ability to maintain accurate records.• Deep knowledge of automotive mechanics and maintenance.Language:

• Proficiency in Ukrainian and English.Key Working Relationships:
Position Reports to: Supply Chain ManagerPosition directly supervises:
DriversOther Internal and/or external contacts:
Internal:

Regular relationships with program staff, Operations staff, and country Supply Chain staff at all levelsExternal: Vendors and service providers

Standard of Professional Conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

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