Job Description

Title: Senior Officer, Administration

Company Name: UCEP Bangladesh

Vacancy: 1

Job Location: Dhaka

Employment Status: Full-time, Contractual

Educational Requirements:
∎ Master of Business Administration (MBA) in Management, Master of Arts (MA) in Public Administration
∎ or any other relevant discipline.
∎ Preference will be given to the candidates having any degree in Automobiles.

Experience Requirements:
∎ At least 4 year(s)

Job Responsibilities:
∎ To contribute to implementing UCEP Bangladesh’s values, vision, mission and goals, and development of future strategy documents as needed.
∎ To assist the management in facilitating smooth operations of support services.
∎ To collaborate with other staff members and relevant stakeholders in order to formulate and implement policies, procedures, goals, and objectives.
∎ Develop and implement transport schedules following approvals.
∎ Take the lead role in planning, allocating routes and vehicles.
∎ Take the lead in resolving transport related issues as and when they unfold.
∎ Assign vehicles to the drivers and allocate routes, in coordination with the Manager n.
∎ Follows up drivers and vehicle activities on a regular basis.
∎ Instruct all drivers as when to refuel.
∎ Ensure regular cleanliness of office vehicles.
∎ Record any accident / damage and ensures that proper documentation is available.
∎ In-case of accident/any damage, ensure to make 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.
∎ 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.
∎ Direct activities of staff performing repairs and maintenance to equipment, vehicles, and facilities.
∎ Negotiate and authorize contracts with equipment and materials suppliers, and monitor contract fulfillment.
∎ Develop and implement a proactive, planned and structured approach to the maintenance of fleet vehicles, keeping within the designated budget and ensuring all vehicles used are fit for purpose and the customer experience is of a high standard.
∎ Ensure that a proper system of vehicle maintenance is in place and carried out and that all vehicles are kept in a roadworthy condition.
∎ Conduct regular preventative maintenance inspections.
∎ Develop relevant SOPs for due maintenance, defect reporting system, emergency reporting system and smooth operations.
∎ Develop and maintain pre-planning of inspections (e.g. using a “flow chart”) to ensure that inspection dates/maintenance schedules are not missed.
∎ Ensure that all the documents, equipment and tools are there available in the vehicles.
∎ Monitor the quality of repairs carried out by a workshop.
∎ Confirm that vehicle files/logs are updated after the repair, accident, registration renews etc.
∎ Regularly inspects all vehicles for any damage on the body and follows up if damage is found and reports are done accordingly.
∎ Pro-actively monitor the performance of the enlisted workshop, negotiate with the service providers for the standard services.
∎ Conduct/assist to conduct any enquiry as required and requested.
∎ Monitor per diems, absence and overtime, lunch bill of drivers.
∎ Cost management
∎ Suggest the management about the cost-effective methods of transport management and vehicle disposal.
∎ Analyze expenditures and other financial information in order to develop plans, policies, and budgets for increasing economic/functional viability and/or improving services.
∎ Monitor and report on transportation costs.
∎ Monitor spending to ensure that expenses are consistent with approved budgets.
∎ Maintain updated fuel statistics.
∎ Assist drivers to list down the required services.
∎ 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),
∎ Initiations of Bids for proposals.
∎ Duly vet the Purchase Orders for accuracy, completeness and clarity.
∎ Take initiatives to minimize of fuel consumption and maintain vehicle in good condition.
∎ 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.
∎ 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.
∎ Conduct investigations to determine causes of transportation accidents and to improve safety procedures.
∎ Recommend capital expenditures for acquisition of new vehicles, equipment in order to increase efficiency and services of operations.
∎ Ensure that all in house vehicles are compliant with all legal, regulatory and contractual requirements
∎ Contribute to maintain a safe and secured vehicle management systems
∎ Ensure that drivers hold the appropriate entitlements & documents for the vehicle they are driving.
∎ Reports to Manager Administration and Director-People & Operations on any misuse of vehicles.
∎ Comply with all national traffic rules and regulations.
∎ Ensure timely delivery of entitlements/liveries and their usages.
∎ Promote and contribute to ongoing efforts towards gender equity & equality, child/staff protection & safeguard, inclusiveness, accessibility and discrimination free environment in the workplace and operations/activities/plans. In applicable cases, ensure that necessary budget allocation is there and in KPIs these issues are reflected regarding employees under supervision.
∎ Undertake any other tasks as assigned by the office/supervisor.
∎ Documentation 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.
∎ Organize training sessions for employees under supervisions.
∎ 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.

Additional Requirements:
∎ Age at most 35 years
∎ Relevant professional experience (ideally transport management) of which at least 01-year senior level role in a large organization.
∎ Excellent command of communication skills both in Bangla and English.
∎ Excellent computer operating skill & conversant with MS Office package including automation system related software and tools.
∎ Self-motivated, adaptable and team player.
∎ Proven work experience
∎ Solid knowledge of supply chain management
∎ Familiarity with logistics software
∎ Excellent organizational skills
∎ Ability to supervise and train staff
∎ Problem-solving abilities
∎ Ability and willingness to travel frequently.

Salary: Negotiable

Compensation & Other Benefits:
∎ Salary and Benefits are as per policy of the organization.

Application Deadline: February 22, 2020

Company Information:
∎ UCEP Bangladesh
∎ Address : Plot No 2 & 3, Mirpur-2, Dhaka - 1216
∎ Business : UCEP Bangladesh is a non-profit and non-government organization working with the motto “help to learn, skills to earn”! It serves children and youth and its programme includes second chance education, Technical Vocational Education and Training (TVET), support for job placement and advocacy for ensuring increased employability and Decent Work. UCEP Bangladesh has special focus on inclusion therefore, gives priority to the underprivileged. At present, UCEP Bangladesh works in 10 districts of the country. To learn more, please visit www.ucepbd.org.

Category: NGO/Development