Galway City Council operates and maintains a fleet of over 170 vehicles/plant. Galway City Council is recruiting a Fleet Manager who will be required to lead a team and to ensure that the fleet is managed in an efficient and cost-effective manner, while having regard to the operational requirements of the City Council. The Fleet Manager has responsibility for ensuring that best practice procedures are adopted in relation to procurement, contract administration, budget control, maintenance, insurance, garaging, fueling, statutory requirements, and day-to-day management of all vehicles/plant including health and safety management. In performance of the role consideration will be required of decarbonization and climate change.

Responsibility for introducing a new fleet management system with all vehicles to be recorded electronically and maintained to RSA standards.  The Fleet Manager will also be responsible for advising on appropriate vehicle replacement and to develop a decarbonisation programme for the fleet and plant.  Procurement of all plant and equipment will be a significant part of the duties.

The successful candidate will ensure that:

• processes, procedures and systems are operating to minimise risk and maximise fleet performance and productivity
• unit transportation costs are reduced
• there is full compliance with relevant legislative requirements.

The Fleet Manager will report to the Senior Engineer Roads & Transportation Maintenance or Deputy.   The successful candidate will be responsible for the Sandyroad workshop and the management of fleet.  The primary base will be Sandy Road, Galway City.

Duties
The particular duties and responsibilities attached to the post may vary from time to time, without changing the general character of the duties or level of responsibilities entailed. The post holder may therefore be required to perform duties appropriate to the post, other than those detailed below, and to take instructions from and report to, an appropriate Officer or such designated Officer as may be assigned from time to time by Galway City Council.

The duties of the Fleet Manager will include but are not limited to:

1. Management of all assigned mechanical, technical, administrative staff and workshops.
2. To oversee the operation of the Machinery Yard Workshop.
3. Procurement of vehicles/plant and other related services (for example, fuel, spare parts), which will include:

• Preparing specifications / tender documentation and arranging tendering procedure.
• Evaluating/making recommendations on submitted tenders.
• Preparing/processing contract documentation.

4. Day to day management and monitoring of contracts.
5. Devising appropriate vehicle replacement programmes in line with the Council’s decarbonization and climate action plans, including electric vehicles (EV’s).
6. Ensuring that an effective interface is in place between Fleet Management Services and user departments and ensuring that efficient and cost-effective fleet management/maintenance practices are in place in those user departments through regular monitoring and the carrying out of periodic audits.
7. Ensuring that an appropriate IT system is in place that enables relevant fleet and driver data to be inputted centrally / locally, as appropriate, and that such data is up to date and available to users.
8. Providing IT user training and coordinating the maintenance and management of the IT system.
1. Preparation of Business Plans and ensuring that objectives and targets in those plans are met. Develop and implement a fleet management strategy including the necessary processes and procedures to manage and control the fleet with suppliers, end users and finance governance.
10. Carrying out on-going evaluation of the cost base of fleet operations including procurement arrangements, maintenance, accidents, fuel usage and so on to ensure that the Council gets best value for money.
11. Ensuring that arrangements are in place to meet all statutory requirements including road tax, vehicle insurance, driving licences, vehicle testing and Health and Safety requirements.
50. Ensuring compliance with Health and Safety legislation and regulations, and the Council’s Corporate Health and Safety systems.
1000. Be responsible for the testing and calibration of Plant and Machinery as required.
14. Identifying training needs and arranging training programmes, including driver training programmes, as appropriate.
15. Providing advice on all fleet related issues to senior management and local users.
16. Ensuring that any fleet related arrangements/agreements between the Council and other local authorities, government departments and so on are effectively implemented.
17. To be available during emergencies to respond to requests for assistance outside of normal working hours.
18. Such other duties as may be assigned from time to time.