Essential Job Responsibilities

Asset/inventory

• Ensuring Inventory (Mercy Corps and all the partner organization) is updated with all necessary information
• Tagging and issuance of assets to staff members in office and in field. Complete record of all the assets must be entered in asset database. 
• Conduct random physical verification of inventory and assets.
• Complete physical verification of inventory and assets every year for Mercy Corps and Partner organization.
• Complete proper documentation of item/assets sent to field offices and partner organization.
• Maintain complete record of Assets maintenance.
• Maintain storage area by organizing floor space; recommend improvements.
• Maintains inventory by conducting physical counts; reconciling variances.
• Store and movement of record/equipment as and when needed.
• Must be present at the time of the dispatch of assets from the warehouse.
• Ensure that assets management forms and procedures are followed as per Field assets management policy.
• Ensure all the assets are comprehensively insured all the time in different offices and in field.
• Work with procurement department in selecting & renewal contract for insurance. Process insurance claims on time.
• Submission of monthly assets reports to the supervisor/ Operations Manager

Fleet

• Work closely with the Logistics Coordinator to ensure that the vehicles are ready for the program activities to be carried out according to the work plan.
• Will be responsible for reviewing the quotations shared by drivers for the maintenance of the vehicles and forwarding them to the Logistics Coordinator for his review and approval from the concerned authority.
• Ensure the proper consumption of each vehicle, incase of high raise alert and also discussion with the driver to find out the reason.
• Ensure that all vehicles are safe and road-worthy.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that copy of the vehicles’ documents (road taxes, tokens, and driver's license) are updated and available in the vehicle, while originals are saved at a secure place.
• Ensure the weekly vehicle plan is updated and shared each Friday with detail of driver with concern staff.
• Keep the proper and updated tracking of the driver field visits and shared with all the driver on monthly basis.
• To ensure that the daily movement of vehicles is as per the approved work plan/local approved.
• Will be responsible for timely processing the advances for travel and maintenance of vehicles on a monthly basis.
• Will be responsible for the clearance of rental vehicle payments as per MSAs and monthly fuel payments or any other.
• Will be responsible for recording expense records for each vehicle and should be able to present a quarterly and yearly analysis of vehicle expenses.
• Ensure that Fleet management forms and procedures are followed as per Fleet Management policy and as per standard operating procedures.
• • Ensure compliance with security procedures and policies as determined by country leadership.
  • Proactively ensure that team members operate in a secure environment and are aware of policies.