Fleet and Logistics Manager - Sri Lanka

Start Date: July 2025 (not fixed - depending on current position and ability to move)

Location: Kilinochchi, Northern Province (with travel to other HALO operational locations in Sri Lanka)

Accommodation: Own air-conditioned ensuite room in Kilinochchi international staff compound

Reporting To: Deputy Programme Manager

About the role:

HALO has been working in Sri Lanka since 2002 and currently has over 900 staff working in the Northern Province. To date, HALO has safely destroyed over one million items of explosive ordnance, including more than 290,000 anti-personnel landmines. The explosive ordnance contamination is a result of almost three decades of civil war that ended in 2009. HALO and other mine action stakeholders are working to clear Sri Lanka of all known contamination to meet Sri Lanka’s obligations as a state party to the Anti-Personnel Mine Ban Convention.

The Fleet and Logistics Manager reports to the Deputy Programme Manager and is responsible for the effective and efficient management of The HALO Trust Sri Lanka’s vehicle fleet and logistics. They shall liaise with other heads of department, including closely working with the Operations Manager and Procurement staff, to support the needs of the programme.  HALO’s Global Head of Fleet and Road safety and HALO HQ Logistics team will provide professional support and be a sounding board for decision making as required. The Fleet and Logistics Manager shall be primarily based in HALO Sri Lanka’s Headquarters in Kilinochchi but will be required to travel to other locations in Sri Lanka where HALO operates to fulfil their role.

Their main responsibilities will be overseeing the programme’s fleet, ensuring the programme remains compliant with the HALO Global safety standards and that vehicles are being maintained and employed effectively and efficiently. However, they will also have oversight of the programme’s logistics including the management and tracking of the movement of all supplies and equipment. The Fleet and Logistics Manager's role is to enable mine clearance operations across the programme to be delivered efficiently and safely.  

They are to lead by example and support the capacity development of other staff on the programme. As a member of senior management, they will work closely with both national and international staff and are expected to be an example of HALO’s Values & Standards and good working practice.  

Responsibilities:

Fleet

• Liaise with the Fleet Manager, Operations Manager and Unit Commanders to ensure that the required roadworthy vehicles, along with properly qualified and tested drivers, will be available on time to support in HALO’s operations.
• Identify any possible future problems or shortfall in capability and capacity that may affect operations (e.g. not enough drivers, or maintenance issues with vehicles) and inform the senior staff as soon as possible.
• Work with the Workshop Manager to ensure:
• HQ and other location workshops have the correct number of mechanics and tools, with appropriate skills levels and qualifications
• Work schedules for mechanics reflect operational requirements

• End-of-cycle checks are conducted and any faults corrected and documented in job sheets
• Effective planning for scheduled and emergency maintenance and servicing is carried out correctly and minimize disruption to operations
• Work with the Fleet Manager to ensure:
• Spare parts requirements are identified, and requests and quotations are processed in a timely manner considering both price and total cost in relation to quality
• Spare parts stock is managed according to HALO SOPs, and all stock movement recorded, including updating the database
• Analyses data from the database to identify any unusual consumption of parts
• Conduct spot checks to ensure that new parts are fitted and old parts returned to store
• All vehicles are correctly registered and insured
• Monthly fuel, parts consumption and mileage reports are compiled
• Capacity development of the Fleet management team
• RTCs and other driving accidents and incidents are appropriately investigated, and recommendations actioned.
• 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.
• Correct procedures for drawing fuel and stores are observed by logistics staff and drivers in all locations, including the maintenance of fuel records and logbooks
• Identify any excessive consumption of fuel or lubricants
• Support Fleet Manager to oversee HALO’s pool of drivers by:
• Ensuring all drivers and authorized driving staff hold the correct category of license
• Training drivers in HALO vehicle procedures
• Coordinating with locations and HQ on driver recruitment
• Take disciplinary action against any driver breaking HALO or national regulations
• Ensuring all drivers complete their logbooks for each journey
• Be responsible the monitoring of the discipline and good working practice of all drivers

Logistics

• Support the Logistics Manager to ensure stores are organised, clean and stock levels are always kept above the minimum required.
• Liaise directly with HALO Global HQ logistics team to manage international procurement.
• Conduct spot checks of all parts stores, fuel stores, logbooks, job sheet and workshop equipment in HQ and locations, report any discrepancies.
• Oversee the issuing and receipt of spares and equipment in and out.
• Monitor stock consumption, anticipate and forecast procurement needs, forward supply requests to the procurement staff.
• Catalogue new capital equipment items entering the programme (including physical marking if necessary).
• Support local and regional purchasing of equipment when needed.
• Maintain a list of suppliers and quotes for common items.
• In coordination with the Unit Commanders, dispatch, track and receive equipment to and from the teams in the field.

Record keeping and monitoring

• Ensure the fleet and logistics databases are fully maintained and accurately completed for all transactions.
• Enforce store checks and ensure records are maintained
• Submit 3 monthly or annual purchasing requests in coordination with the International Finance Manager to the programme management team. 
• Report any serious incidents of wrongdoing or breach of procedures to the programme management team. 
• Continually monitor financial costs and support with the development of programme systems and digitalisation to increase efficiency.    

Requirements

• HND/HNC automotive engineering or equivalent.
• Over 5 years’ experience in a large Fleet management role, preferably with some experience of overseeing a workshop and mechanics  
• In-depth understanding of fleet and logistics systems, vehicles and transportation safety 
• Experience of leading and working effectively across cultures and language barriers 
• Ability and motivation to work in a challenging environment and to live and work in isolated locations  
• In-depth knowledge of Microsoft Office and the use of databases 
• Familiarity with mine action and/or NGOs or humanitarian is desirable  

Benefits

Please submit a CV (no more than 2 pages) and a cover letter (no more than 1 page) in English outlining how your experience matches the key skills and competencies required by Midnight 31st May 2025 (UK time).

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 form a diverse candidate pool.