TRANSPORT SERVICE COORDINATOR

The Job Description

The Transport Service Coordinator has main responsibility of providing daily transport service to all staff, by managing transport booking requests of AusAID office vehicles and drivers, ensuring vehicle maintenance are on schedule, and coordinating internal and external mail-run. This is an on-going position and the responsibilities of the position include, but are not limited to, the following:

• Manage transport schedule and requests on daily basis based on transport booking sheet with applying guideline of Transport Service policy;

• Handle staff complaints and advise solutions based on Transport Service policy applied including providing taxi vouchers as the last option;

• Manage fleet vehicle routine maintenance strategy to avoid any break down during service operation

• Direct supervision of all AusAID-Jakarta Drivers;

• Manage performance management of Transport Service sub unit team including Business Unit Plans for every fiscal year;

• Give directions to drivers’ work schedule based on transport booking with applying guideline of Transport Service policy including advising drivers for solutions in case of any problems encountered;

• Make better arrangement by making sure all mail run schedules delivered based on time and on right destinations;

• Supervise drivers’ works through transport log sheets including manage overtime schedule plans and calculations based on Code of Conduct policy;

• Make sure to fulfil AusAID standard requirements by providing drivers’ attributes and trainings;

• Supervise office vehicle maintenance by controlling maintenance log sheets including fuel usage monitoring;

• Control petty cash verifications a required by Finance unit due to covering transport service operation requirements;

• Deal with people other parties when there is an accident that involved one of AusAID office vehicles and drivers including liaise with any vehicle service stations and insurance for recovery;

• Manage budget planning and controlling for Transport Service operation as per one financial year;

• Build up a good relationship network with automotive suppliers and car service stations to get good service level of car maintenance with efficient costs;

• Liaise with DFAT embassy staff (such as transport, messenger and protocol team) for supporting transport service operation.

The Selection Criteria

1. Previous experience on managing official transport and drivers preferably within an Embassy environment, including good network with many automotive suppliers and car service stations;

2. Ability to work under tight deadlines in accordance with setting priorities, especially to manage transport booking requests and handling complaints;

3. Sound leadership and organisational skills;

4. Ability to work under pressure, and demonstrate capacity to exercise common sense and judgment;

5. Fluency in written and spoken English and a demonstrated ability to draft correspondence and reports;

6. Sound interpersonal and liaison skills

Eligibility/ Other Requirement

It is highly preferred that you have:

• Previous experience in development agencies, donors, NGOs, or other relevant offices;

• Knowledge on Australian Government administrative processes and procedures;

• Good understanding on car engine and technology, defensive driving and traffic condition in Jakarta and its surrounding;

• Relevant tertiary or equivalent professional qualifications

HOW TO APPLY

If after reading the information about the Organisation and The Job and have completed the Self Assessment Questionnaire you have decided to apply for this position you should follow these steps.

Step 1 - Prepare Resume

Prepare your Resume or Curriculum Vitae in Microsoft Word format, no more than four pages. Your CV should include:

• a summary of your employment history to date, include details of the dates, the organisation and a short description of the type of work you undertook.

• summarise your educational qualifications in your CV, including the degree award or certificate, the institution attended, the dates of study and country where you studied.

Step 2 – Complete Application Form

Complete the AusAID Application Form (please refer to other attachment) and save as:

‘Job Application ’ in Word format.

The application has two main aims:
• collects your personal information and preferred contact details
• requires you to answer questions about your suitability for the job

Step 3 – Submit Job Application by Midnight, Sunday 14 August 2011

Your application for the job should include:
• a completed AusAID Application Form; AND
• your Resume or CV

You should email both documents to HRindo@ausaid.gov.au.

Please include Transport Service Coordinator in the email subject field.

Helpful Hints in Applying

Please take your time in answering the questions and preparing your CV as our decision on who moves forward will be based on the information you provide. Please draw on experience you have gained from work, social or study situations to demonstrate your skills and complete all areas of the application.


What Happens Next?

Once your application has been received and registered, our next step is to review the applications and select applicants to move forward to the next stage.

We will advise you if you have been successful in moving forward (short listed) to the second stage approximately within two to three weeks of the closing date. If you are short listed, we will also provide you with full information on what date and where you need to attend and interview.

Due to the volume of applications normally received, AusAID does not notify applicants who have not been shortlisted or respond to any correspondent enquiring about it.

We will only process the applications that are sent through HRindo@ausaid.gov.au .