Background
Plan International (PI) is an independent development and humanitarian organization that advances children's rights and equality for girls. With over 80 years of experience and operations in more than 80 countries, Plan works to address the root causes of discrimination, exclusion, and vulnerability affecting children, adolescents, and youth. The organization promotes gender equality and supports children and young people to learn, lead, decide, and thrive. In Timor-Leste, Plan International works with communities, partners, and stakeholders to promote children's rights and equality for girls through programmes that support vulnerable children and young people.
Role Purpose
The Administration & Fleet Officer is responsible for ensuring the efficient, safe, and compliant management of Plan International Timor-Leste's fleet operations across the Country Office and Programme Units in Aileu and Ainaro, in accordance with the Plan International Fleet Management Manual. The role oversees vehicle and driver allocation, fleet documentation, vehicle tracking systems, maintenance coordination, and regulatory compliance to ensure optimal fleet performance, operational efficiency, road safety, and effective support to programme implementation.
Dimensions of the Role
The Fleet Officer supports the effective management and coordination of Plan International Timor-Leste's vehicle fleet across the Country Office in Dili and Programme Units (PUs) in Aileu and Ainaro. The role is responsible for ensuring that fleet resources are utilized efficiently, safely, and in compliance with organizational policies and procedures to support programme delivery and operational requirements.
The position manages day-to-day fleet operations, including vehicle allocation, maintenance scheduling, fuel monitoring, fleet documentation, GPS tracking systems, and driver coordination. The Fleet Officer works closely with Programme, Finance, and Supply Chain teams to ensure the availability of safe and reliable transportation services.
The role does not typically have direct budget ownership but is responsible for monitoring fleet-related expenditures, including fuel, maintenance, repairs, and vehicle operating costs, and providing analysis and recommendations to improve cost efficiency and fleet performance.
Key Responsibilities
- Coordinate daily operation and allocation of Plan International Timor Leste vehicles
- Ensure vehicles receive regular servicing, repairs, and inspections as required by Plan International Fleet Manual
- Monitor vehicle utilization in vehicle management system (Trackpoint) to improve fleet efficiency
- Monitor fuel consumption and vehicle service and maintenance by managing data input in vehicle management system (Trackpoint)
- Monitor monthly Key Performance Indicator related to fleet management in Trackpoint and develop action plan to improve fleet efficiency
- Update and maintain valid records of driver licenses and certifications in Trackpoint
- Ensure all vehicles always have all necessary tax and insurance
- Ensure all vehicles are appropriately branded, with "No Arm" sticker and in line with the local Security and Communication guidelines
- Support procurement processes related to vehicles, spare parts, fuel, and maintenance services
- Ensure all vehicles at the PU are maintained and inspected on time according to manufacturers' guidance and operations. Arrange any repairs, defects, or break downs
- Ensure drivers follow all driver regulations
- Respond to accidents and complete 'Plan accident report form'
- Manage relationships with maintenance vendors, fuel suppliers, and insurance providers for CO and PUs to ensure services are delivered efficiently
- Ensure all fleet movements are planned and optimized
- Manage fuel stock for Office Generator
- Maintain asset register and asset physical count
- Ensure compliance with Plan International policies, fleet procedures, and donor requirements
- Assist in the procurement process for new vehicles, including selection, purchasing, and leasing strategies
- Implement and monitor Fleet Rightsizing action plan
- Other task assigned by supervisor
- Ensures that Plan International's global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility
Key Relationships
- Finance team
- Program Unit admin & procurement Officer
- Procurement Coordinator
- Project Coordinator
- Suppliers
- Auditor
Qualifications
Essential
- Experience in managing organizational fleets, including vehicle allocation, utilization monitoring, maintenance planning, and fleet performance analysis
- Knowledge of vehicle operating costs, fleet rightsizing, cost-efficiency analysis, and fleet risk management
- Proficiency in Microsoft Office applications, particularly Excel, Word, and PowerPoint
- Ability to deliver training, coaching, and guidance to drivers and staff on fleet management and vehicle safety
- Negotiation and relationship management skills for coordinating with suppliers, service providers, and government authorities
- Attention to detail and commitment to accuracy in recordkeeping and reporting. Ability to keep clear and concise records
- Ability to understand and follow organizational procedures
- Flexibility under pressure and in response to changing needs
- Good team working & communication skills
Desirable
- Knowledge of SAP, fleet management software, or vehicle tracking systems
- A good level of spoken and written English
- Experience working with NGOs, international organizations, or humanitarian agencies
Physical Environment
The position requires an energetic person who is able to work in different environments.
- Frequent travel within Timor-Leste, including visits to Programme Units and project locations
- Regular field visits to monitor fleet operations and vehicle conditions
- Occasional work outside normal office hours during emergencies or operational priorities
- Ability to travel on challenging road conditions and to remote areas
Contract Details
- Number of Positions: 1
- Location: Dili Municipality
- Contract Type: Full-time, Fixed-term (Maternity Cover)
How to Apply
To apply for this position, please send your cover letter and resume/CV with the names and contact details of three referees to [email protected]
For any questions, please contact us via the above email address or phone: (+670) 331 2492.
Applications will not be acknowledged. Only short-listed candidates will be contacted.
Note: Plan International is committed to child protection and gender equality. Strong commitment to the equal rights and participation of girls and women is essential. We strongly encourage applications from women and from people with disabilities.
