Grade Not applicable

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world\'s largest humanitarian network and is part of the wider International Red Cross and Red Crescent Movement. The IFRC\xe2\x80\x99s Global Humanitarian Services & Supply Chain Management Department (GHS&SCM) is a core function supporting the IFRC humanitarian action. Global Fleet & Logistics Hub and its Global Fleet Unit (GFU) manage the vehicle fleet of the IFRC out of Dubai, UAE. An integral part of the GHS&SCM in Geneva, GFU implements the IFRC\xe2\x80\x99s fleet management strategy, manages vehicle stocks globally, and is responsible for the effective global vehicle management system \xe2\x80\x93 Fleet Wave which facilitates fixed asset management, cost control, Vehicle rental programme (VRP) and insurance management. Fleet Wave system interfaces with the IFRC financial system. GFU is responsible for the Fleet Wave system\xe2\x80\x99s global administration, maintenance, and development. All IFRC motor assets must be registered in the Fleet Wave system along with their specifications and financial data. GFU is responsible for managing all requests for dispatch and reallocation of new and used vehicles as well as for overseeing all VRP agreement issues.

Job Purpose

The primary purpose of this position will be to ensure punctual and accurate VRP administration as per processes and procedures set out in the IFRC Fleet Manual, VRP, and Fleet Wave vehicle management software. The position will also contribute to the full functionality of the GFU and its vehicle supply chain in terms of vehicle and fleet-related services, shipping documentation, quality control, invoicing, Fleet Wave status changes, and overall system backup. In addition, the post holder will be the main focal point for the VRP Agreement database and administration, GFU\xe2\x80\x99s service users contact list and database maintenance, and preparation of vehicle documents prior to shipping from Dubai. This position will be responsible for the implementation of an overall global fleet management strategy to optimize global fleet service quality and ensure Fleet Wave data accuracy.

Job Duties and Responsibilities

This role is an integral part of the global fleet management team and is based in Dubai, UAE. The post holder will be responsible for the implementation of GFU business processes and accurate service delivery within the designated scope of activities. This role carries responsibility for the coordination with the IFRC\xe2\x80\x99s Global Fleet Service users in terms of VRP agreements and related standard operating procedures. This role will be expected to liaise with internal and external stakeholders at a variety of levels. As such, this role requires excellent team working, communication skills, and administrative expertise. Key areas of influence and key internal relationships include:

• Based on GFU plans and objectives, the implementation of annual plans and objectives
• Close cooperation and coordination within the Logistics Office in Dubai, GFU, and Regional Fleet management staff members
• Provision of administrative support and global fleet service to National Societies

The current main challenge faced within this role is working remotely across time zones and cultures with a number of countries and coordinating with various stakeholders in IFRC and National Societies globally. Key Accountabilities: Fleet Wave system administration:

• Responsible for the Fleet Wave functionality and that all areas of the database are in line with business process requirements.
• Prepare updates for the Fleet Wave system as per the operational plan and perform system testing to ensure system functionality and compliance with system specifications.
• Make sure that all development matters and Fleet Wave system changes are communicated, tested, and approved in advance by the Lead, Global Fleet.
• On a regular basis, communicate with the Fleet Wave system developer (Chevin) to ensure timely fixing of system development matters.
• Manage global Fleet Wave users\xe2\x80\x99 access accounts by keeping updated records on each country\xe2\x80\x99s users and deletion the same when the operator leaves the organization.
• Provide technical expert support, training, and guidance to Fleet Wave operators worldwide.
• Create and maintain Fleet Wave files with all relevant communication, Project agreements, system specifications, requirements, requests for system adjustments, developer\xe2\x80\x99s quotes, IFRC\xe2\x80\x99s orders, and developer\xe2\x80\x99s invoices.
• Run technical uploads and updates.
• Ensure adequate quality control checking of Fleet Wave data.
• Receive, administer, and sort incoming invoices for new vehicles and allocate Federation vehicle codes, create Fleetwave profile for each new motor asset in the Fleet Wave system (approved specifications, rental rates, and finance details), distribute vehicles details/invoices to relevant departments and prepare new global vehicle files.
• Based on receipt of relevant and approved documents (Vehicle handover Forms and Notes to files) be responsible for regular changes (within 24 hours of receipt of approved documents) and accurate Fleet Wave status updates.
• Ensure that all disposed motors assets from Fleetwave with the age of 30 days are archived from the system.

VRP Administration and receivables

• Implement and maintain the standard practices in accordance with the IFRC Fleet Manual at a global level.
• Implement and maintain the IFRC VRP procedures at a global level.
• Responsible to receive, record, file, and dispatch all incoming and outgoing correspondence relating to the GFU as assigned by the management (emails, courier shipments, etc.).
• Administer, maintain, and manage a database of Insurance Green Cards

Job Duties and Responsibilities (continued)

and prepare new VRP agreements for sending to the Rentee within 24 hours after receipt of a duly signed and verified Vehicle Request Form.

• In the event of VRP Agreement termination by the current Rentee proactively communicate with the Lead, Global Fleet in charge of the IFRC global stocks to secure a smooth vehicle return process.
• Administer and prepare Asset Disposal Forms for signature and dispersal timely and accurate.
• When a task is assigned by the line manager prepare a GFU estimate in a timely manner and effectively communicate the same to the service requester.
• In line with the point above prepare timely and accurately the invoicing package and send it to the finance department in order to ensure the delivery of a high-quality, cost-efficient, and fully cost-recoverable service that meets the needs of its service users.
• Ensure adequate follow-up and consolidation of all relevant documentation (sales contracts, sales approvals, CBA, adverts, transfer of ownership, and Vehicle handover forms) with regards to motors assets disposal files are timely received and sales proceeds reports reconciled with the Finance Team.
• Provide timely and data quality support in the planning and implementation of the monthly CODA vs Fleetwave Systems data reconciliation and invoicing to the Finance and IT Teams.
• Ensure regular updates in relation to the Global Fleet Services receivable account and protects the organization\xe2\x80\x99s value by keeping information confidential. The update shall include but not be limited to:

- maintain the records and provide the National Societies account receivables update to Lead, Global Fleet on a weekly basis, - in close coordination with the Geneva finance department review collections by examining National Society payment plans and payment history,

• verifying the validity of claims from National Societies of account discrepancies by investigating information in coordination with the responsible Fleet Officer,

• Administer and prepare export and shipping documents for vehicles/spare parts/accessories globally as assigned and communicate this to the requester and consignee with a copy to the respective Fleet Officer in Dubai and the destination region.
• To build relationships with internal stakeholders and the global fleet management team to continually improve the performance (quality, cost-effectiveness, etc.) of the global fleet management service and ensure that the Global contact list of National Societies and IFRC Representations is always up to date.
• To administer, implement and communicate procedures, processes, and guidelines, so that the Global Fleet Service is carried out in an effective, compliant, and consistent way, fully in line with the successful achievement of all set objectives.
  Monthly Reporting and filing
• Oversee and review the entries for Monthly VRP charging, depreciation, and insurance and cross-check once the interface has run.
• Prepare monthly VRP agreements status reports which are expiring at least 30 days in advance, proactively communicate with Rentees, and prepare respective VRP agreement extensions accordingly.
• Prepare monthly Fleetwave and VRP administration KPIs report to share with the Lead Global Fleet by the latest 5th of the month for the previous month\'s activities. The report shall include: VRP Agreements activated, canceled, extended, Fleetwave status changes, account receivable status, Fleet audit support, etc \xe2\x80\xa6
• Organize and maintain proper filing (Physical paper-based and electronic) as per respective GFU processes regarding Fleet Wave and VRP for auditing.

Duties Applicable to all staff and Education

Duties Applicable to all staff: