Background: The Procurement and Supply Management project will be the primary vehicle through which USAID will 1) procure and provide health commodities, 2) provide technical assistance to improve partner countries’ management of the supply chain, and 3) collaborate with key international stakeholders to support global health initiatives. The Haiti office will work under two of the project’s task orders (HIV/AIDS and Population and Reproductive Health) to provide commodities and supply chain technical assistance.
Position Purpose:
The Fleet Management Assistant will support the Fleet Management Department, to help manage fleet services for employees and to ensure proper filing of key project documents as required by Chemonics procedures to ensure efficiency and excellent customer service. The Fleet Management Assistant will carry the following responsibilities
Fonctions
Specific tasks to be completed under this SOW are as follows:
• Contribute to the management of hotel reservations for the employees and assist in coordinating trips with drivers and employees;
• Assist the logistics team in driver management and supervision;
• Make Hotel Reservations and perdiem advances for the logistics team going on field missions;
• Support visitors (Expat/TCN STTAs) including hotel reservations, logistics management (airport pick-up/drop-of, daily transport, telephones and minutes, lunch/dinner support, etc.), Collection of all lodging invoices and organize for payment;
• Manages orders of refreshments for various meetings addressed to the Fleet Management Department;
• Regular data entry of logistics files such as: logbook, fuel consumption tracker, overtime, timesheets, mission tracking chart, etc.
• Entering data daily accurately and consistently;
• Ensures Collects, archiving, digitization and reproduction of logistics documents;
• Ensures the electronic archives are regularly updated;
• Assist in the management of maintenance and repair of vehicles;
• Organize by month and by year logistic documents such as logbooks, PAR, waiver forms, vehicle maintenance documents, prepare payment requests for lodging and expense reports;
• Perform other duties as may be assigned by his / her supervisor
Qualifications Requises
• Minimum of 2 years experiences in providing administrative and/or fleet management support to international NGOs preferred.
• Proven administrative assistance and/or Logistics experience;
• Excellent time management skills and ability to multi-task and prioritize work;
• Attention to detail and problem-solving skills;
• Good written and verbal communication skills;
• Strong organizational and planning skills;
• Demonstrate excellent interpersonal skills;
• Present a professional demeanor and exercise professional judgment;
• Proactivity and ability to work under pressure;
• Ability to work with minimal supervision;
• Proficient writing skills in English and French;
• Good computer skills, particularly in MS Office Software, word processing and Excel required.
Conditions particulières
Please write the title of the position "Fleet Management Assistant" in the subject of the email
