Procedures - Driving Procedures
Section: Human Resource Procedures
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
Procedure Name: Driving Procedures
Origination Date: August 2024
Purpose
To establish standardized guidelines that ensure all ministry drivers' safe, efficient, and professional operation of vehicles. These procedures aim to minimize risks, protect passengers and goods, and uphold the ministry's commitment to safety and professionalism.
Scope
This procedure applies to all drivers employed or contracted by the ministry and any other personnel authorized to operate vehicles on its behalf.
Definition
Driving procedures refer to the standardized methods and guidelines that govern how driving should be conducted to ensure safety, efficiency, and compliance with legal requirements.
Daily and Weekly Driving Procedures
Daily Task
Fuel Level Check
- End of Day: Ensure that each vehicle has at least half a gas tank at the end of each day.
- Refueling: If the fuel level is below half a tank, take the vehicle to a filling station and refuel it before the end of the day.
Vehicle Cleaning
Inside of the Vehicle
- Clean daily.
- Remove trash and debris.
- Wipe down seats, floorboards, and dashboard.
- Store loose items in their designated places.
Outside of the Vehicle
- Wash the exterior thrice weekly, as the Transport Officer schedules.
Tidy Up
- Maintain a clean and organized interior.
- Ensure there is no trash, dirt, or debris.
- Keep the dashboard free from dust.
- Ensure all travel items are stocked and in their proper places.
Driving Assignments
- Coordinate with the Transport Officer to understand the driving schedule for the day.
- Be ready and available to complete any driving assignment as needed.
Stock Check
- Verify and restock items needed for both long and short trips.
Communication
Regularly check in with the Transport Officer for updates to the driving schedule or additional instructions.
Records
Keep accurate fuel levels, cleaning, and inspection records for accountability and future reference.
Weekly Tasks
Schedule and Preparation
- Determine Inspection Day: Coordinate with the Transport Officer to confirm the designated day for the weekly vehicle inspection.
- Gather Supplies: Ensure you have all the necessary tools and materials for a thorough inspection (e.g., inspection checklist, cleaning supplies).
Vehicle Inspection
Exterior Check
- Inspect the vehicle’s body for any damage or issues.
- Check tire condition and pressure.
- Verify that all lights and signals are functioning properly.
Interior Check
- Inspect the condition of the seats, dashboard, and interior components.
- Ensure that all safety equipment (e.g., fire extinguisher, first aid kit) is present and in good condition.
Fluid Levels
- Check and record oil, coolant, brake fluid, and windshield washer fluid levels.
- Top off any low fluids as needed.
Battery and Electrical Systems
- Inspect battery condition and connections.
- Ensure that electrical systems (e.g., radio, air conditioning) function correctly.
Brakes and Suspension
- Test brake functionality and listen for any unusual noises.
- Inspect suspension components for wear or damage.
Documentation
- Complete Inspection Form: Fill out the Vehicle Inspection Form with findings from the inspection.
- Submit Report: Turn in the completed form to your supervisor by the end of the week.
Follow-Up
- Issues: If any problems are identified during the inspection, report them immediately to your supervisor and arrange for necessary repairs or maintenance.
- Verify Repairs: Ensure that any reported issues are resolved and verify the completion of repairs.
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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this policy, employees should contact the HR department at hr.nigeria@ignition633.org.