Administrator, Fleet
Jobnumber : IFRC05175
Contract Type : National Staff
Closing date : 24-Mar-2023
Posting Start Date : 10-Mar-2023
Location : HUNGARY
Duty Station : N/A
Duty Station Status : N/A
Duration : 12 MONTHS
Accompanied Status : N/A
Grade : A
Organizational Context
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.
IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.
IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.
In late February 2022, a new phase in the armed conflict in Ukraine started with the intensification and spread of hostilities affecting many parts of the country and causing major concern for the protection of civilians and essential civilian infrastructure. This intensification started after months of rising political and military tensions and eight years of conflict in and around Eastern Ukraine where an estimated 2,9 million people were already in need of humanitarian assistance and 1,4 million were internally displaced. Within two weeks of the intensification, more than 2,5 million people from Ukraine had fled and been evacuated to seven neighboring countries and beyond and several million are estimated to be displaced inside the country.
The evolution of the war inside Ukraine and the massive population movement compels the humanitarian community to adapt operational approaches to the evolving situation, both inside and outside Ukraine. However, the needs are massive and have been described as the largest European humanitarian operations since World War II.
IFRC has launched an Emergency Appeal for Ukraine and Ukraine and impacted countries that is coordinated on a European regional level and supported in the initial months by a large number of Surge delegates in Ukraine and impacted countries and in the European Regional Office. IFRC, ICRC and numerous Partner National Societies are integrating their capacities to provide coordinated crisis response in Ukraine and the neighboring countries. Operations are led and coordinated on country- level whenever possible, integrated under existing Country and Cluster delegations, through Operations Managers reporting to Heads of Country or Cluster Delegations.
Job Purpose
The purpose of this role is to carry out the duties of the IFRC driver in Hungary and the Europe Region in accordance with specific duties as outlined below.
Job Duties and Responsibilities
As a Fleet Assistant:
- Implement and maintain the standard practices in accordance with the IFRC Fleet Manual
- Keep contact with “customers” who request transportation service from fleet
- Organize transportations, coordinate with the allocated driver and create the necessary documentations required.
- Coordinate with Admin regarding accommodations and/or flight offers when Fleet team members are traveling.
- Coordinate with Ukrainian Fleet Unit to provide support as a priority
- Do daily administrative tasks like drafting Vehicle Handover Forms, managing the vehicle files, updating the fuel tanking list with associated budget codes, as well as the battery charging
- Coordinating with cluster offices to gather offline monthly reports and logbook data
- Create Fleet Wave monthly reports
- Execute fuel reconciliation biweekly. Produce a fuel report, and submit payment for fuel invoices.
- Support Fleet Officer with the necessary inspections of the brand-new vehicles
- Keep contact with workshops regarding maintenance schedule, and make sure that the vehicles are always well-maintained, ready to use
- Make sure to all the invoices are paid in time, therefore forward those to Accounts Payable As a Driver:
- Understand and obey all traffic laws and regulations of Hungary and transiting countries.
- Provide proof and copy of a valid driving license that is valid for the vehicle class, and any other required documentation necessary to legally operate in Hungary and the Europe Region.
- To drive the assigned vehicle according to the IFRC Driver Rules and Regulations and Directive for the Use of IFRC Vehicles in the Europe Region.
- To transport passengers and cargo safely and not carry passengers or cargo more than the vehicle seating and/or payload capacity.
- Not transport any forbidden items, such as but not limited to drugs, alcohol, weapons and/or any other items defined by Hungarian or any other local authorities as illegal.
- Ensure that ALL occupants of the vehicle are wearing safety belts, as well as vehicle cargo is adequately secured and safe.
- Be accountable for the proper use and security of the assigned IFRC vehicle and the equipment.
- Drive safely and responsibly, ensure ecological driving behavior and best environmentally protective practices, and comply with the driving laws of each country, and strictly adhere to speed limits, and the rules set by the Regional Office for Europe.
- Perform daily inspections in the mornings before the assigned vehicle use, upon completion of a field trip, and/or upon handover of any other IFRC vehicle as instructed.
- Complete the vehicle logbook after each trip and ensure that all vehicle faults are reported to Regional Fleet Officer.
- Advise the Regional Fleet Officer of needed repairs or regular maintenance service of the assigned vehicle at least five days in advance.
- Comply with the driving hours as regulated.
- Report any vehicle-related incident or accident.
- Ensure that the IFRC vehicles are parked in a safe and secure location and all doors are properly locked.
- Perform any other functions identified by the Regional Fleet Officer.
Education
- High school diploma and practical knowledge in the automotive sector is required
Experience
Experience
Required:
- Minimum 3 years of driving experience
- Good communication (oral and written) skills
- A clean driving record
- A polite and professional disposition
Preferred:
- Experience in working for the Red Cross / Red Crescent
Knowledge, Skills and Languages
Required:
- Dedication, commitment, and integrity
- In-depth knowledge of traffic rules in Hungary and the wider Europe region
- Problem-solving abilities
- Communication and vehicle-related administrative skills
- Familiarity with GPS devices and modern vehicle features
- Ability to work in a cross-cultural environment
- Strong interpersonal skills
- Ability to remain calm in stressful driving situations
- Ability to lift packages and luggage
- Valid national and international driving licenses for light vehicles
- Fluent spoken and written English and Hungarian
Competencies, Values and Comments
Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Collaboration and teamwork; Communication; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust
This is a national staff position open to Hungarian nationals and others who are legally eligible to work in Hungary. Candidates must be able to provide proof of their eligibility to work in Hungary.