ETHIOPIAN AGRICULTURAL TRANSFORMATION AGENCY

Position:                           Field and Town Vehicle Dispatcher    

Term of Employment:    One year with possible extension

Duty Station(s):                Addis Ababa

Required Number:          Two (2) 

Salary & Benefits:            Competitive

Application Deadline:   July 17, 2016

BACKGROUND:

The Agricultural Transformation Agency (ATA) has been established by the Government of Ethiopia (GoE) to identify and address systemic bottlenecks to Ethiopia’s agricultural development. The Agency does this through problem-solving, implementation support, and capacity building of stakeholders involved in implementation of interventions that address the systemic bottlenecks. The Agency reports to a Transformation Council chaired by the Prime Minister and whose co-chair is the Minister of Agriculture. 

The programmatic focus of the Agency responds to a core set of needs identified by the Ministry of Agriculture and the Transformation Council. Within the Agency, issues are divided into four different groups:  Production and Productivity which includes Inputs and Crop Protection, Livestock, Research and Extension, Mechanization, Rural Finance & Agro-Processing Value Addition; Agribusiness and Markets including Market Services, Market Infrastructure, Commercial & Contract Farming, Domestic and Export Market Development, and Cooperatives Development; Environmentally Sustainable and Inclusive Agricultural Growth including Sustainable Irrigation & Watershed Management, Sustainable Land Management, Gender Equality and Nutrition, Climate Change and Disaster Risk Management, and Planning and MLE; and Enhanced Implementation Capacity which includes ICT, Private Sector, and Organizational and Human Capacity. Across the programs, the ATA engages public, private and non-governmental stakeholders to support strategic planning, manage and strengthen implementation capacity and test innovative models.

Our Culture

We have an exceptional team of highly competent employees with a proven track record of success in managing complex activities and achieving transformational results.  Our culture is one where talented, dedicated and adaptable individuals are committed to doing their best and exhibit great team work to achieve excellent results. 

At ATA, we provide an exceptional platform for people who want to achieve their highest potential and make a meaningful contribution in changing the country’s agricultural sector.  We offer rewarding work in a young, fast-paced growing organization with passionate, committed, motivated colleagues and excellent career development and training.  We recognize our most valuable assets are our staff and are committed to providing our employees with the tools, training and mentorships necessary to achieve their career goals. 

POSITION SUMMARY:

The Field and Town Vehicle Dispatcher is a person who will offer field and/or town vehicle allocation in the logistics team and overall support the team in streamlining operations and identifying the best ways to use organizational resources to achieve operational goals.

S/he will be responsible for the management of the organization’s vehicles, equipment, and work with rental vehicles service providers and maintain rental vehicle tracking sheet and preparing the monthly rental payment and organization fleet report.  

In addition, the Field and Town Vehicle Dispatcher will be responsible for handling specific administrative and operational tasks, ensuing independently economic use of organizational vehicles, monitoring and updating vehicle fuel consumption and keep tracking on field and/or town vehicles movements and supervising all organization and rental vehicle drivers.

Ideal candidate will have strong Microsoft Suite skills including PowerPoint, Word, Excel, and Outlook.

This position reports to the Logistics Manager.

ESSENTIAL DUTIES:

·         Ensuring proper safety, security and handling of ATA fleets to the best interest of the organization and manage ATA vehicle fleet in accordance to the operational needs and in compliance with the required standard procedures.

·         Provide effective and cost efficient resource planning and scheduling for all fleet as well as ensuring that technical maintenance support is carried out in accordance with standard maintenance guidelines and schedules.

·         Provide technical input into the decision making process concerning the issue of transport services as planning capacity and availability of vehicles, trucks for transport of staff  by ATA transport means or out sourced commercial services.

·         Management, control and accountability of all fuel supplies within the Addis fleet and provide fuel management support including contingency planning and monitor, control and report on the use of all ATA vehicles.

·         Follow up of rules and policies of organization fleet management system.

·         Maintain vehicle service and inspection records to ensure compliance with manufacturers' servicing schedules or leasing companies maintenance requirements and ensure all vehicles are cleaned & in good condition.

·         Receive initial accident reports and follow up with Police and Insurance.

·         Ensure proper management of vehicle related equipment, extinguishers and Safeguard service information related to vehicles and drivers.

·         Plan appropriate vehicle maintenance programs and review payments related to vehicle s services.

·         Prepare orders of genuine parts needed for vehicles.

·         Make sure that fuel is properly managed and provide feedback to supply supervisor in case of scarcity.

·         Monitor the vehicle tracking tool/system and produce periodically a report on vehicle performance (fuel consumption/km/vehicle. Respect of speed, respect of vehicle use policy).

·         Prepare and avail timely reports of Vehicle movement, fuel consumption, maintenance, accidents and other fleet related issues. Generate analysis reports to logistics manager for further action.

·         Ensure proper filing and documentation is in place for all vehicles. Follow up the organization vehicles clearing, registration and insurance in line with ATA vehicle policy.

·         Have separate updated files for each vehicle/ to have all related documents from purchase to date, Temporary Importation letters, including repairs/maintenance and other fleet related issues.

·         Monitor and report the performance of the vehicle tracking system.

·         Ensure better planning and scheduling for the staff and visitors.

·         Advice logistics managers/users on the status of vehicles, time of disposal and project future implication.

·         When necessary, assists the procurement unit to assess the quality of any work to be contracted outside the workshop as well as the quality and pricing of all spare parts.

·         Support the evaluation of external workshops for eventual sub-contracting as well as light and heavy vehicle renting.

·         Organize and follow up necessary authorizations related to field / goods / passengers.

·         Organize the daily car attribution during and after normal working hours.

·         Keep the communication flow with all the fleet customers of the organization.

·         Conduct annual drivers performance appraisal under fleet management supervision. 

·         Maintain written communication with the various departments involved in field activities, i.e. logistic, warehouse,  program team and give transport related assistance. 

·         Follow up drivers and vehicles activities; update the status / trip / users on the white board of the logistics office.

·         Ensure the existence and validity of each and all legal vehicle documents, cooperating with ATA Fleet for their renewals on due time.

·         Inform properly the drivers’ daily tasks or plan of the week.

·         Control the cleanliness of the vehicles on a daily base inside and outside of the vehicles.

·         Prepare and plan with drivers, before departure, each field trip ensuring the correct roads  and accurate address of destinations.

·         Monitor the progress and outcome of every trip, perform and report debriefing of drivers after trips.

·         Help and support car users on spot if traffic accident occurs, ensuring an accurate and quick reporting to the logistics manager.

·         Control and coordinate with the mandatory equipment, tools, tires pressures, windshield water, light function or all needed controls prior to field trip departures.

·         Administration and data base

·         Prepare invoices for signatures and present to logistics manager

·         Enter car user names and details in data base on time.

·         Help, follow up and transmit accident report, with in 24h deadline.

·         Keep a proper recording of passenger transportation, submitting report with monthly figures to the logistics manager.

·         Ensure car refueling according to the standard in the organization, particularly before a field trip.

·         Be available to perform duties - replacements.

·         Perform driving test or briefing to new car user if so required.

·         Performs any other activities upon request of immediate supervisor.

REQUIRED QUALIFICATIONS:

·        Advanced diploma or Bachelor Degree in auto mechanic, transport and logistics, or fleet management or other related fields

·         Minimum 3 years’ experience in a similar field with commercial, governmental or humanitarian environment

·         Familiar with logistics practices and procedures such as fleet tracking, contract administration, web-based data analysis, property and transport management

·         Computer proficiency and knowledge of databases, spreadsheets and/or logistics programs including report writing skills (Outlook, Excel and MS Office)

·         Experience establishing organizational systems to improve efficiency and functioning in a fast pace environment

·         Personal qualities including strong human relations & interpersonal and communication skills, suitable for team work & synergy, responsiveness, proactive thinking

·         Demonstrates integrity by modeling the organizational values and ethical standards

PREFERRED QUALIFICATIONS

·         Good interpersonal skills, adaptability, flexibility and ability to prioritize tasks

·         Excellent knowledge of the geographically assigned environment

·         Good command of written and spoken English

·         Knowledge of transport logistics and vehicle mechanics added value

·         Good planning and organizational skills

·         Innovative and problem-solving skills and capacity to deliver under pressur.

·         Strong people and client relationship skills