Section/Unit: Administration
Grade Level: 13
Supervisor: Admin, Logistics & Fleet Manager
No. of Post: 1
Duty Station: Port Sudan
Duration: 1 year
Closing Date: 25 Oct 2026

Background

Duties and responsibilities

1.Fleet Management 

• Support in in determining vehicle requirements of HO and Zonal offices 
• Manage vehicles and communication devices allocated for Head Office
• Manage contract for hired vehicles and make sure service is delivered as per the agreement
• Ensure /vehicle request procedures are done through the system
• Manage and train drivers assigned for Head Office.  And make sure fleet management procedures and security standards are adhered 
• Plan for ground transportation of IAs, visitors and local staffs traveling to response areas.
• Vehicle request, log sheet, maintenance expenses are reported and documents well
• Ensure spare engine key are kept safe and do spot check and follow up drivers and authorized personnel is not modified or duplicated & report immediately if at all observed
• Ensure incidents are reported within 24 hours of the occurrence to HO Administration and follow up for timely settlement of the claims request
• Track vehicle movement schedule and manage daily allocation of pooled vehicles
• Support in the process of identifying proper vehicle and motorbike insurance company
• Fuel provision and consumption tracking for HO and timely fuel replenishment to avoid any shortage on fuel stock that might affect the set Response plan. 

2.Management of Fleet Compliance 

• Make annual REAM update in REAM and ensure all vehicles and motorbikes are registered and ensured globally
• Comprehensive Insurance (local) for all WVS motors
• Maintain ownership certificate for all WVS motors
• Maintain annual operations cards (license) for WVS motors
• Safe and equipped vehicles with fire extinguisher and first aid kits all the times
• Filing and recording of vehicle related documents that related but not limited to, accident, disposal, sold, stolen, donated and lend
• Ensure yearly HAC system update with up-to date information.

3.Logistics Management 

• Support in Negotiation of contracts with local vendors of transport, fuel, storage space.
• Support warehouse management planning (location, layout, storing, tracking, etc.)
• Support the delivery of Non-Food Items (NFI) materials to Zonal warehouses.  Implement load, ship set and throughput planning
• Conduct warehouse inspections and planned and impromptu stock inspections and audits
• Prepare monthly reports on all supplies and inventories
• Coordinate with other humanitarian actors in Port Sudan (e.g. UN/WFP) for shared storage space e.g. Humanitarian Staging Area
• Support in custom clearance of GIK and it is effectively tracked and monitored including planned and impromptu stock inspection and audit
• Coordinate with Operations Non-Food Items (NFI) and Goods In Kind (GIK) Coordinator regarding distribution of Goods In Kind (GIK) from Customs to Zonal Response Areas
• Maintain inventory records and share with program leads and Operations management

4.Warehouse Management

• Guide and work closely with Warehouse Supervisor to ensure a proper and secured storage of the items at warehouse and keep updated scale of monthly inventory report. Also make a periodical check to identify and recommend asset that might be subject to be disposed
• To ensure a perfect application of warehouse management system and develop the required work promotion plan from time to time according to operations module

5.Payment Process and Documentation

• Make ongoing reconciliation of payment fuel, maintenance, custom office, storage space providers and Finance 
• Process fuel, maintenance and related payments are done timely and expenses are distributed to all projects
• Process custom clearance, and related fees in a timely manner
• Produce monthly MMR and submit to supervisor

6.People Management 

• Drivers are trained and manage to deliver the transport service. 
• Performance appraisals and feedback is given with P&C timeline and documented well

Minimum Qualification, Skills and Experience Required

A) Required Professional Experience

B) Required Education, training, license, registration and certification

Degree graduate in Supply Chain Management, Business Administration, Marketing or related fields