Location: Mae Hong Son
Country: Thailand
Category: Operations & Administration Support
Employee Category Fixed Term
Job Type: Full Time
Work Arrangement: In-person
Open To Expatriates: No

Application Deadline: 13 December 2024

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.

The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary:

The Fleet Officer is responsible for transportation arrangement for goods and passengers to ensure effective operational support fulfilling program implementation by monitoring and managing the driver’s team and vehicle schedule effectively. In addition, this position is responsible for ensuring that the vehicle management, driver management, fleet regulations and related procedures implemented in Mae Hong Son field office are effective and meet all Supply Chain Policies.

Major Responsibilities:

Transportation

• Manage and prepare fleet movement plans, vehicle scheduling, and driver assignments in collaboration with senior drivers and requesters for the transportation of goods and passengers in response to the operational needs
• Prepare travel arrangements, Travel Requisition, cash advance and reimbursement processes for driver team.
• Monitoring travel plans and trips for drivers, when they are assigned to work outside of Mae Hong Son.
• Monitor vehicle condition, driving capacity, and road safety awareness among drivers.
• Coordinate with Senior Supply Chain Officer to arrange rental vehicles when needed.

Vehicle Management

• Conduct regular vehicle checks (maintenance, cleanness, etc.) daily, weekly, and monthly, and ensure all checklists are completed in accordance with IRC Thailand vehicle policies.
• Ensure fuel record and logbook are recorded and signed by passenger for each trip
• Develop vehicle maintenance plan, ensure the good condition of vehicle and all mechanical equipment, tools, first aid kits, and supplies are available in vehicles and in good condition.
• Coordinate with service providers for vehicle repairs, vehicle safety, and fuel consumption and capture them in the monthly fleet report.
• Support vehicle disposal management

Driver Management

• Ensure the preparation of Travel Request, Cash Advance and Reimbursement processes are managed timely.
• Support recruitment and selection and (re) testing of drivers, including testing of drivers’ fitness
• Conduct driving test for the new driver, monitor driving capacity, and ensure the fleet regulation and traffic law are fully respected by the drivers

Vehicle Report

• Maintain vehicle fuel and maintenance records on Fleet Tools.
• Track all vehicle registrations and insurances, and ensure all updated documents are in the vehicles (original) and a copy is updated timely.
• Act as a focal point in case of Mae Hong Son vehicle accidents by reporting to Filed Coordinator according to vehicle policy.

Other

• Review and organize drivers’ monthly timesheets – holiday and compensation and submit them to Mae Hong Son HR regularly.
• Issue PR for vehicle maintenance and fleet management-related activities.
• Perform other duties as assigned by Supervisor.

Key Working Relationships:

Report to: Senior Supply Chain Officer

Position directly supervises: Senior driver, drivers

Indirect Reporting: Field Coordinator

External contacts: Service provider, supplier, Agent

Internal: IRC programs and Operations staff

Job Requirements:

Education: Bachelor’s degree in transport, logistics management, business administration, or relevant professional certification in supply chain management and/or humanitarian logistics is strongly preferred.

Work Experience and other requirements:

• At least 3 years’ experience in Fleet management in a humanitarian organization, international organization or NGO would be preferable. Holder of a valid driving license
• Experienced in fleet management or in crisis and response projects in Asia would be a plus.

Demonstrated Skills and Competencies:

• Ability to work independently, with high commitment to the assignment and deadlines
• Good communication skills
• Team player, fast learner with strong organizational skills
• Having self-confidence and readiness to be a team player
• Proficient in Microsoft excel, MS TEAMS and other on-line meeting tools

Language Skills:

Good command of written and spoken in English and Thai. Proficiency in local languages (Burmese, Karenni, Karen) is an advantage.

Working Environment:

The position is a national post and will be based in Mae Hong Son, regularly required to travel to Ban Mai Nai Soi and Ban Mae Surin Temporary Shelters, Tak and Chiang Mai provinces, including Thailand-Myanmar border areas when required.

**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.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.