Global Fleet Manager at Plan International

ROLE PURPOSE

• Plan International is on a journey to Moving Fleet Forward, developing stronger Fleet Management processes and practices across its 56 Country offices.
• As a key member of our Global Supply Chain team, this role will support the continuous strengthening of the Fleet function globally. You will be looking in depth into Plan’s fleet portfolio and identifying areas for continuously developing, growing and strengthening the Fleet function, processes and systems. In the delivery of this, you will also be required to think and act innovatively with the ability to change processes, work with stakeholders on their needs and achieve better value for money in our Fleet Management. You will work to improve the efficiency, effectiveness, safety and performance of our Fleet as a critical enabler to our projects thereby saving Plan International critical funds to achieve greater impact for children’s’ rights and equality in the countries where we are working in.

DIMENSIONS OF THE ROLE

Staff:

One direct report (Fleet Coordinator). You will provide technical leadership to a workforce of >1000 fleet staff and drivers worldwide.

Area of Responsibility:

Global oversight of a disaggregated fleet of c.2500 engines which have a dispersed annual fleet spend in excess of €15m and high value long term central contracts in excess of £4m.

Stakeholder Engagement:

• Internally, this role will engage across functional and geographical boundaries throughout the organization, engaging a range of stakeholders (Countries, Regions, National Organisations, and the Global Hub/Headquarters).
• Externally, this role will engage within and outside the sector to further Plan’s Fleet Management objectives, including INGOs, UN agencies, Suppliers and Private Sector Partners, with both peer level stakeholders and operatives.

ACCOUNTABILITIES

•  Plan is due to launch a new Global Fleet Strategy. The Global Fleet Manager will be responsible for the dissemination, implementation and uptake of the new strategy as well as monitoring, measuring and reporting progress made against it.
•  Actively support country management teams and fleet focal points to harness data to measure and analyse Fleet Performance and costs, identifying areas for improvement through the Global Fleet Power Bi report and other reporting systems.
•  Using KPIs and data analytics to enable Plan International to have a leaner, right-sized, more efficient fleet supporting a number of initiatives whereby the fleet is refreshed and renewed and greater optimisation is achieved.
•  Responsible for continuing to improve the engagement with our global fleet management system and tracking, including liaising with countries, suppliers and third parties – provide support in data collection, validation and process change.
•  Optimisation of the existing global fleet management and tracking system to be fit for purpose, keep track of the technological road map of the existing system and providing recommendations for the future of Plan International’s fleet and identify the most appropriate solution for tracking of vehicles and motorbikes.
•  Support Country Offices in the design of multi-year fleet planning and forecasting, preventative maintenance strategies and fuel management plans.
•  Work alongside the Global Environmental Specialist to ensure that we are taking strides towards the environmental sustainability of our global fleet in line with our Global Policy on the Environment.
•  Provide direct support at different organisational levels on identifying how fleet in Country Offices can be most effectively utilised.
•  Develop a new financial model in collaboration with finance and a variety of stakeholders across the organisation that ensures that Plan has a fully costed fleet that is self-sustained through a proper cost recovery process (fleet service charge).
•  Encourage continuous driving improvement initiatives including the design and implementation of driver training and driver recognition programmes. This will also include the supporting the development of fleet policy, standards and processes, and provision of tools and normative guidance.
•  Provide support and guidance on vehicle related incident reporting, investigation and management and support incident investigations as required. Undertake incident trend analysis and escalate recommendations for risk reduction strategies/actions. Also working more broadly with key stakeholders on overall fleet safety and security, including a focus on motorbike safety which will include the role out of GPS trackers for motorbikes
•  Develop key training plans and materials, prepare robust and coherent engagement, plans, resources and training plans, and delivering training to stakeholders at different levels.
•  Providing internal and external assurance on the compliance of fleet management standards across the organisation. Provide quarterly management reports to senior management at different levels of the organisation. Represent Plan in external fora and liaise with peer agencies to assess sector trends, identifying opportunities for Plan International’s fleet, including potential for future shared service, leasing and financing models.
•  Manage the critical external supplier relationships for the fleet category, as well as the internal relationships across the federated organisation. Engage with peers and counterparts inside and outside the charity sector where it can bring value to Plan’s fleet activities.
•  Provide technical support in the continuous strengthening of processes, procedures, tools and solutions to maximise fleet efficiency and cost control, as well as to improve fleet safety and security.
•  Provide technical support on the development of tenders and Long-Term Agreements in the fleet category and support in contracts negotiations with suppliers to ensure that we are achieving the best outcomes for our programmes.
•  Provide technical support on vehicle selection and right sizing
•  Line manage a Fleet Coordinator
•  Be open and responsive to a global team of Fleet Focal points
•  Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

KEY RELATIONSHIPS

•  Country Offices to provide support in maximising their fleet efficiency.
•  Regional leadership to ensure collaboration, seek guidance/support and for reporting purposes
•  External supplier relationships to manage contracts and relationships of key products and services in collaboration with the procurement officer for the fleet category
•  Peers and counterparts inside and outside the charity sector to collaborate and share best practice
•  Colleagues in Global Hub such as Finance, Security, Risk, Legal and across Supply Chain

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

•  Previous, relevant experience of managing a diverse global fleet portfolio, or equivalent.
•  Significant technical experience of managing a global fleet of mixed vehicle types commensurate with Plan International’s portfolio.
•  Experience in developing and deploying a global fleet strategy for an organisation (change & transformation management)
•  Significant experience in the fleet industry / sector, which would ideally include one or more professional qualifications in a relevant field.
•  Superior analytical and problem-solving skills; able to assess complex and ambiguous problems effectively and deliver pragmatic solutions. Experienced at analysing and interpreting fleet data and behaviours to identify areas for review to achieve greater fleet improvement and optimisation.
•  Demonstrable understanding of fleet management systems and tracking solutions.
•  Experience at designing and delivering training for drivers and fleet managers.
•  Experience at conducting vehicle incident investigations, analysis and reporting.
•  Knowledge and experience of risk and fraud identification and management, including short and long term mitigation strategies relating to fleet management would be an advantage.
•  Solutions orientated, innovative and able to adapt to different contexts.
•  Strong planning, organisational and project management skills, results oriented and comfortable working collaboratively with others.
•  Excellent interpersonal skills, and with influencing and negotiation skills to achieve strategic outcomes, comfortable working across geographical, structural and cultural boundaries, applying a breadth of approaches, styles and techniques to achieve desired outcomes.
•  Agility and flexibility, comfortable working to multiple deadlines and with changing priorities.
•  High attention to detail and highly proficient at using MS Office; broader system(s) experience including Power Bi and Tracpoint would be an advantage.
•  Excellent verbal and written communication (face to face and virtually) with the ability to adapt communication style across Plan’s organisational diversity.
•  A good level of self-awareness to enable you to understand, build relationships and engage tactfully and collaboratively across cultures.

Desirable

•  Experience with fleet tracking system installation, configuration and reporting.
•  Experience in one or more ERP systems environments, e.g. MS Dynamics 365, would be an advantage.
•  Experience in procurement specifically in contract and supplier management from a Fleet perspective.
•  Experience of working with a stakeholder network in multiple international locations would be advantageous.
•  One additional Plan language to a working level would be an advantage (e.g. French / Spanish).
•  A strong network of contacts within the fleet industry would be an advantage.