Associate Officer, Administration (Transport Management)

Job Description

Title: Associate Officer, Administration (Transport Management)

Company Name: UCEP Bangladesh

Vacancy: 01

Age: At most 35 years

Job Location: Dhaka

Salary: --

Experience:

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• Diploma in Engineering in Automobile
• Diploma in Engineering in Mechanical Engineering

• At least 3 years
• The applicants should have experience in the following business area(s): NGO

• Age At most 35 years

Required Education: Minimum Diploma Engineering in Automobile or Mechanical Technology from a reputed Polytechnic Institute. 

Required Experience: Minimum 03 years’ relevant professional experience in Transport Management service in a large organization/Firm/Workshop.

Others:

• Excellent knowledge of mechanical, electrical and electronic components of vehicles.

• Working knowledge of vehicle diagnostic systems and methods.

• Excellent command of communication skills both in Bangla and English.

• Excellent computer operating skill & conversation with MS Office package including automation system related software and tools. 

Age: The age limit for the applicant would be maximum 35 years. Management has the right to make exceptions based on qualifications.

Job Purpose: To facilitate smooth maintenance of vehicle, services, vehicle management and address relevant regulatory issues in line with UCEP Bangladesh’s values, vision, mission, goals and relevant country laws.

Job Responsibilities:

Vehicle management;

• Develop and implement transport schedules following approvals.

• Take the lead role in planning, allocating routes and vehicles & resolving transport-related issues as and when they unfold.

• Assign vehicles to the drivers and allocate routes, in coordination with the Administration Manager.

• Follows up drivers and vehicle activities on a regular basis.

• Instruct all drivers as when to refuel, regular cleanliness of office vehicles.

• Record any accident / damage and ensure that proper documentation is available.

• In case of accident/any damage, ensure that insurance claim is made with all supporting papers and documents.

• Undertake regular initiatives for re-fueling of all vehicles on time from the enlisted CNG station or fuel stations.

• Inspect vehicle log-books on a daily basis and report invalid entries.

• Regularly inspect vehicle standard equipment and check inventory forms.

 Vehicle maintenance;

• Report for timely maintenance and repair needs for transportation vehicles and equipment.

• Ensure that proper servicing and maintenance activities are conducted as stipulated and approved.

• Able to Inspect vehicle engine and mechanical/electrical components to diagnose issues accurately.

• Able to Conduct routine maintenance work (replacing fluids, lubricating parts etc.) aiming to vehicle functionality and longevity.

• Provide accurate estimates (cost, time, effort) for a repair or maintenance job.

• Ensure that a proper system of vehicle maintenance is in place and carried out and that all vehicles are kept in a roadworthy condition.

Cost management;

• Suggest the management about the cost-effective methods of transport management and vehicle disposal.

• Monitor and report on transportation costs.

• Maintain updated fuel statistics.

• Assist to prepare the Purchase request and coordinate till the approval of the PR.

• Receive all PRs, register them and initiates for preparation of Request for Quotation (RFQ),

• Ensure that the information on the fuel slip is filled up with authentic information and update the logbook and fuel control sheets properly.

• Coordinate with fuel station authority, collects the fuel invoice at the beginning of every month and confirm the payment on due time to the fuel station.            

General Administration;

• To contribute in process all sorts of requisitions in a compliant and timely manner ensuring quality.

• To contribute to plan, prepare and coordinate ToR/bidding document collect quotations, prepare. comparative statement and recommend regarding procurement of services/goods/consultant by following the procurement policy of the organization and relevant national laws and rules.

• To communicate and coordinate with vendors/suppliers/consultant/ contractor for awarding works and also to coordinate the delivery process.

• To assist in checking/ensuring checking quality and quantity of goods/services/consultancies delivered by vendor/contractor as per contract and process the payment requests.

• To ensure documentation (in soft and hard copy) of all administrative and procurement process (If any).

• To assist in ensuring repair, maintenance, utility management, safety and security management of UCEP Head Office, UCEP Cheyne Tower and other establishments as decided by the Management.

• To contribute to ensure legal compliance of UCEP’s assets with necessary guidance from supervisor and support from other department and regional offices.

• Conduct regular safety audits on vehicles and other equipment.

• Stay up to date with safety regulations and communicate with relevant teams on a regular basis.

• Undertake any other tasks assigned by the office/supervisor.

 Documentation and Recordkeeping;

• Assist in procurement processes, including equipment research and testing, vendor contracts, and requisitions approval.

• Ensure that all required records/documents/licenses/clearances /certificates are properly and timely maintained and updated.

• Any others job assigned by the supervisors.

People Management;

• Organize training sessions for drivers under supervision.

• Promote safe work activities by conducting safety audits, attending safety meetings and meeting with individual staff members.

• Ensure that drivers are properly trained and competent to operate all relevant vehicles and equipment.

• Participates in recruitment and training of drivers.

• Perform performance appraisals for employees under supervision.

Safeguarding: UCEP Bangladesh is dedicated to creating a safe and respectful work environment, free from any form of misconduct such as sexual harassment, exploitation, abuse, lack of integrity, and financial impropriety. It is imperative that our staff actively safeguard the well-being of children, young individuals, and adults consistently. We require all team members and volunteers to uphold this commitment in accordance with our Code of Conduct and PSEAH policies. We place utmost importance on recruiting individuals who wholeheartedly embrace and exemplify this dedication in their work with us.

Monthly Salary: As per the organizational salary structure.  

Compensation & Benefits: Provident Fund (PF), Gratuity, Festival Bonus, Group Insurance, Weekly 02 Holidays etc.