Fleet and Logistics Manager

Accommodation: Shared accommodation provided

Salary: Competitive,dependant on experience

Contract: Full time, Permanent

Supervisor for: National Logistics Manager, National Fleet Manager

Reporting into: Programme Manager

About HALO

The HALO Trust’s mission is to protect lives and restore the livelihoods of those affected by conflict. It does this by recruiting and training men and women to clear landmines in their own communities and take back control of their own livelihoods and rebuild their communities.

Founded in 1988 in response to the devastation left behind following the Soviet troops withdrawal in Afghanistan, HALO is now one of the leading mine clearance organisations globally with programmes in 26 countries and territories with over 8,000 staff, most of who are local employees. It is changing what was once a male-dominated industry, to one where increasing numbers of talented women now thrive.

For over thirty years The HALO Trust have been saving lives and helping war-torn countries recover from conflict, by making their land safe. When conflict ends, land is often littered with landmines and other dangerous explosives. Families live in fear and poverty. They can’t plant crops or graze cattle and day-to-day activities like getting to school and fetching water are fraught with risk.

You are responsible for ensuring that HALO procedure is followed and ultimately responsible for the efficiency and day-to-day operations within these departments:

Fleet

• Liaise with programme management and the operations department to ensure that the requirements for drivers, vehicles, and equipment are met in a manner complying with HALO global policies, the programme’s policies, and Lao law.
•  Identify any possible future problems or shortfall in capability that may affect operations (e.g. not enough drivers or maintenance issues with vehicles) and inform the senior staff as soon as possible.
• Attend staff meetings with the programme management team and other senior headquarters staff and to report on any issues relating to the management of the fleet.
• Report any serious incidents of wrong doing or breach of procedures to the Program Manager. Assist senior staff when required in any investigations involving accidents, possible wrong doing or breaches in procedure by staff.
• Continually monitor financial costs and pro-actively work to improve the efficiency and effectiveness of the running of the fleet.

Work with the National Fleet Manager to ensure:

• The programme has the correct number of mechanics, with appropriate skills levels and qualifications
• Work/leave schedules for mechanics reflect operational requirements
• The programme’s workshop has the required tools to complete maintenance
• End-of-cycle checks are conducted and any faults corrected and documented in job sheets
• Scheduled maintenance is carried out correctly and documented in job sheets
• Identify any unusual consumption of parts
• Conduct spot checks to ensure that new parts are fitted and old parts returned to store
• Vehicles are correctly registered and insured
• Monthly fuel, parts consumption and mileage reports are compiled
• Ensure all vehicles are fitted with a GPS tracker and actively monitor for irregular activities, such as driving after dark or speeding.
• monitor that the correct equipment is being carried in all vehicles.

Work with the Fleet Logistics Manager to ensure:

• Identify any excessive consumption of fuel or lubricants
• Spare parts requirements are identified and requests and quotations are processed in a timely manner
• Spare parts stock is correctly managed and all stock movement recorded, Database updated
• Parts supplies are selected considering both price and total cost in relation to quality

Manage HALO’s pool of drivers by:

• Ensuring all drivers and authorized driving staff hold the correct category of license
• Training drivers on HALO vehicle procedures
• Coordinating with the programme’s HR department to conduct recruitment of drivers
• Take disciplinary action against any driver breaking HALO or national regulations
• Ensuring all relevant driver logbooks are filled in correctly
• Be responsible, alongside the operations management team, for the monitoring of the discipline and good working practice of all drivers.
• Ensure all vehicles are fitted with a GPS tracker and actively monitor for irregular activities, such as driving after dark or speeding.
• Monitor that the correct equipment is being carried in all vehicles.

 Logistics

• Ensure stores are organized, clean and stock levels are always kept above the minimum required.
• Oversee the issuing and receipt of spares and equipment in and out.
• Monitor stock consumption, anticipate and forecast procurement needs.
• Catalogue new capital equipment items entering the programme (including physical marking if necessary).
• Coordinate with operations staff, dispatch, track and receive equipment to and from the teams in the field.
• Assist the programme in compiling/designing/carrying out construction compliance tasks
• Identify opportunities for the improvement of the logistics department and, with permission from programme management, be proactive in pushing them forward.

Capacity Development and Leadership

• Mentor and support the National Fleet and Logistics Managers in their leadership roles.
• Facilitate training and professional development opportunities for national staff to enhance their technical and managerial skills.
• Act as a liaison between national staff and the global HQ, ensuring global best practices are adapted to the local context.

Record Keeping

• Ensure both the fleet database and logistics database are maintained and accurate.
• Submit requests for purchasing to the Programme Manager or Deputy Programme Manager, in coordination with the International Finance Manager
• QA and assist team members during store checks.

Essential

• Over 5 years’ experience in a fleet management role, preferably with global or regional scope in the humanitarian or development sector.
• Engineering qualification in either automotive mechanical or electrical systems to HND standard.
• EngTech or IEng accredited.
• Road transport international certificate of professional competence (CPC) in road haulage or similar.
• Logistic training to level 3 with experience in operating multi vehicle logistic depots and warehouses.
• Ability to train other nationalities driving familiarisation on various types of vehicles.
• Ability to train local nationals vehicle mechanics and systems.
• Valid driving licence including Large Goods Vehicles.
• In-depth understanding of fleet systems, vehicles and transportation safety

Desirable

• Effective risk manager across all aspects of the fleet operation with experience of coordinating a detailed risk assessment programme to reduce cost and improve road safety.
• Experience in leading and working effectively across cultures and language barriers.
• Ability and motivation to work in a challenging environment and to live and work in close proximity to others.
• Strong IT skills.
• Excellent spoken and written English.
• Familiarity with mine action.
• Previous experience with NGOs or humanitarian work.
• EngTech or IEng accredited.
• CILT accredited.

At all times all HALO Trust employees are expected to:

• Behave and perform duties to a high standard, always upholding The HALO Trust’s good reputation during HALO’s working cycle
• Build and maintain good relations with the local communities that we work in and work to help
• Work well with others and always support our HALO colleagues and respect each other
• Maintain a professional approach, always behaving professionally and wearing HALO uniform

• Local overseas allowance of $350 per month
• Shared accommodation in HALO accommodation provided at nil cost.
• 49 days of leave annually (weekend inclusive equivalent to 7 weeks of pay leave), increasing to 56 days after two years of service
• Three economy return flights to the member’s official home address (or an alternative location up to an equivalent cost)
• Restrictive Environment Additional Leave allowance, consisting of an extra 14 days of annual leave and an additional flight per year.
• Comprehensive insurance package: life assurance, private medical insurance and emergency medical insurance, including evacuation and repatriation.

To apply, please submit your CV and supporting statementdetailing why you are suitable for this role, before the closing date for applications which is 15th February 2025. If there is a sufficient calibre of applicants, we reserve the right to close the role earlier than the date noted.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and wellbeing of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.