Motor Vehicle Program

Al-Jaber International Company
Procedure
System of Motor Vehicle Program
Revision History
Revision Description of
DATE Initiated By Completed By
No# Changes
2nd Jul 2017 Management Integration for ISO Management
01 Representative 14001 and OHSAS Representative
18001
Distribution List
Sr. No/ Designation Issue Date Distributed by
Management
01 Transport Manager 2nd Jul 2017
Representative
Management Management
02 2nd Jul 2017
Representative Representative
03 Management
CEO 2nd Jul 2017
Representative
04 Management
Chairman 2nd Jul 2017
Representative
Revision
Document Issue Revision Original Document Document Document
Issue
Number Number Number Issue Date Prepared By Reviewed by Approved By
Date
Transport
MR / CEO Chairman
AJB-MV-PR- Manager
1.1 01 01-01-16 02-07-17
02
Copyright
This document contains confidential information. It may be copied in full or in parts only by Al-Jaber
International Company and only for the purpose of Al-Jaber International Company related activities.
Disclosure of any information contained within this procedure to any person (s) outside the employee of Al-
Jaber International Company without written permission of the Top Management is strictly prohibited.
Page 1 of 12
System for Motor Vehicle Program
Original Issue Date: Revision Issue date:
Doc. No: AJB-MV-PR-01 Issue Number: 01 Revision Number: 01
01st January2016 02th July 2017
Contents
Revision History ................................................................................................................................... 1

Distribution List ................................................................................................................................... 1
Contents ................................................................................................................................................ 2
1. Purpose ........................................................................................................................................ 3
2. Scope............................................................................................................................................ 3
3. Responsibilities .......................................................................................................................... 3
4. Vehicle Maintenance Program ................................................................................................. 4
5. Pre use inspections: .................................................................................................................. 5
6. Motor Vehicle Safety:................................................................................................................ 6
7. Motor Vehicle Usage: ................................................................................................................ 7
8. Problems and Accident Reporting Breakdowns and Traffic Infringements: .................... 8
9. ACQUISITION and DISPOSAL: .................................................................................................... 8
10. APPROVED DRIVERS: .................................................................................................................. 9
11. DRIVER LICENSING: .................................................................................................................... 9
12. SAFE VEHICLES: ........................................................................................................................ 10
13. DRIVER SAFETY: ....................................................................................................................... 10
14. MOBILE PHONES……………………………………………………………………………….11
15. SMOKING……………………………………………………………………………………….11
APPENDIX A…………………………………………………………………………………………..12
This document is the property of Al-Jaber International Company. Any copying and distribution of this document
without the approval of the Management is prohibited. Page 2 of 12
1.Purpose
Al jaber vehicles are provided to support business activities only and are to be used only by qualified and
authorized employees. They are not to be considered a part of an employee’s compensation and must
not be used as an inducement for employment. In all cases, these vehicles are to be operated in strict
compliance with motor vehicle laws of IRAQ or the jurisdiction in which they are driven and with the
utmost regard for their care and cost efficient use.
 Al jaber vehicles -‐must not be used for non-business activities of other non-‐ Top
related companies.
 Al jaber vehicles must not be used for personal private issues.
2.Scope
Al jaber drivers and anyone authorised to drive the al jaber vehicles must have a valid driver’s
license issued in Iraq for the class of the vehicle being operated and must be able to drive a vehicle
3.Responsibilities
Head of Team – Finance and Resources has responsibility for the overall fleet
management of Al jaber motor vehicles.
Their role is to:

 Develop and promulgate fair and equitable policies relating to the
procurement, utilisation, replacement and retirement of all al jaber vehicles.
 Oversee the procurement, resale, maintenance, registration, insurance and

booking processes.
 Ensure efficient, progressive and innovative management of al jaber motor

vehicles to complement the organisation’s cost and service objectives and
strategic plan.
 Monitor fleet operations and carry out utilisation reviews.
Heads of Team and Senior Managers responsibilities include but are not limited to
ensuring that;
 The fleet management policy is implemented and enforced throughout the

organisation.
 The motor vehicle policy is considered with regards to the organization’s
health and safety policy and procedures.
 Drivers are not required to drive in excess of two hours without a break.
 They discipline drivers found to have contravened the policy.
Vehicle custodian and authorised drivers responsibilities are outlined in the al

jaber Driver Manual.
4.Vehicle Maintenance Program
1) Individual Maintenance Records:

Individual maintenance records will be kept for each vehicle. All maintenance
performed on the vehicle will be recorded and maintained for as long as (Insert
Name of Agency) owns the vehicle.
2) Pre-Trip Inspections
Specific procedures are outlined and monitored to ensure that all vehicles are
inspected prior to the transit vehicle being put into service each day. Drivers
perform a comprehensive checklist of essential maintenance elements and record
the results on the designated Pre-Trip Inspection form. Pre-trip inspection sheets
are turned in to the main office and monitored for completion and any noted
defects
3) Wheelchair Lift Inspection and Maintenance

The Pre-Trip Inspection form includes inspection of wheelchair lifts. In compliance
with the requirements of the Americans with Disabilities Act (ADA), monitoring of
all wheelchair lifts is included as part of the Pre-Trip Inspection and the Preventive
Maintenance process. The lift is cycled as part of the Pre-Trip Inspection, and
maintenance will include replacement of worn components and all adjustments as
necessary for peak performance.
4) Vehicle Breakdown
In the event of a transit vehicle breakdown, a spare unit will be provided to
replace the disabled vehicle as soon as possible. Backup vehicles are not
immediately available in all locations. However, efforts will be made to have a
replacement vehicle in place as soon as it is reasonably possible to do so. Having a
vehicle available for each scheduled route is a priority for (Insert Name of
Agency).
5) Warranty Recovery
Vehicle and parts warranties will be monitored to make sure that bus equipment
and parts are repaired and maintained under the manufacturer’s warranty.
Warranties are monitored for expiration and where the item should be serviced,
so that problems can be addressed by the appropriate source and any concerns
can be taken care of before the warranties expire.
6) Vehicle Servicing
Vehicles will be monitored for interior and exterior cleanliness. This will include
daily cleaning as well as periodic more thorough cleaning. Exterior washing will be
done as weather conditions allow.
7) Vehicle Storage
Efforts are made to ensure that vehicles are stored in as safe and secure an area
as possible. Currently, (Insert vehicle storage provisions for your agency’s
operations).
8) Operator Training
(Insert Name of Agency) makes every effort to have reliable, responsible, safe,
courteous, and well-trained bus drivers. (Insert Name of Agency) conducts
background checks on all employees prior to a final hiring decision. All
prospective drivers receive pre-employment drug tests and DOT physicals. As
available, (Insert Name of Agency) provides PASS training and other appropriate
training for its drivers.
9) Emergency Equipment on Vehicles

Emergency equipment is located on all agency vehicles and is inspected as part of
the Pre-Trip Inspection. Fire extinguishers with an ABC rating are located within
easy reach of the bus driver and are tested yearly. Additional emergency
equipment on board each vehicle includes: a first aid kit; reflective triangles; a
biohazard kit; a seat belt cutter; and a spare tire, jack and lug wrench.
10) Accident/Incident Reporting

(Insert Name of Agency) employees are required to report all accidents and
incidents. Report forms are available for this purpose (See Attachment D).
Notification procedures have been established so that bus drivers are aware of
whom to contact in case of an accident or emergency. Transit employees are also
aware of the drug testing requirements in certain accident situations.
5.Pre use inspections
Pre-use inspections are required before use of any equipment or work process that has
a potential to result in a severe loss. This inspection must be recorded in a log that is
kept on the equipment or near the process and be available for review during
inspections. Individual departments are responsible for identifying and completing the
pre-use checklists.
Examples of equipment requiring pre-use inspections (Note: this list is not exhaustive,
other specific equipment or processes should be reviewed to determine requirements
should there be potential for severe loss.)
These inspections assist employees in identifying wear and tear of equipment due to
daily usage.
Mobile equipment such as:
• Vehicles - sample circle check vehicle log

• Forklifts
• Cranes
• Elevated work platforms
• Motor vehicles
• Grounds keeping equipment
• Ride-on equipment
• Drilling rigs
Production equipment such as:
• Lathes
• Mills
• Table saws
• Punch presses
• Conveyor systems
• Floor stand mixers
• Steam kettles
Life safety equipment
• Fall arrest equipment

• Equipment with emergency stops
6.Motor Vehicle Safety
 The priority of the driver is the safety of all passengers, themselves and the
motor vehicle, care and caution must be exercised at all times.
 The driver should not use their mobile telephone while driving.
 The driver must not be intoxicated with any illicit or other substances
including alcohol.
 The driver should always carry a valid driver’s license when driving.
7.Motor Vehicle Usage
 The al jaber motor vehicles are to be used strictly for business purposes
only and cannot be used privately for personal business.
 The al jaber motor vehicles, when not used, should always be parked at
the designated parking area.
 The driver of the motor vehicle is responsible for organizing and booking the
appropriate vehicle for each assignment.
8. Problems and Accident Reporting Breakdowns and Traffic

Infringements
 Driver must report to his/her manager of any problems and accidents

associated with the motor vehicle after each use and provide an associated
detailed account on the incidents occurred.
 The driver is responsible for conducting routine checks of the al jaber motor
vehicles for appropriate usage and vehicle’s conditions. The manager in
charge must be informed immediately of any problems that have taken
place related to the al jaber motor vehicles, any foreseen problems which
may cause delays and effect the operations of the Company must also be
reported immediately.
 The management of motor vehicle problems, accident reporting and the

resolution processes are at the discretion of the manager in charge and the
manager’s decision will be final.
 All motor vehicles owned by the al jaber are comprehensively insured

by iraqi Insurances. Users are to follow the procedures for reporting
an accident detailed in the Motor Vehicle Procedures document and
the al jaber Driver Manual.
 Vehicles owned by the al jaber driven for work purposes or authorised

private use are covered by insurance for accident costs.
 All al jaber motor vehicles are covered by either the Dealer Roadside
Assistance Scheme. Contact details for assistance are available in the
glove box of each vehicle.
 Drivers of al jaber motor vehicles are required to observe all traffic

laws, including regulations and by-laws relating to all aspects of
motor vehicle operation in the applicable jurisdiction of operation.
Any traffic infringements incurred must be paid by the offending
driver and are not the responsibility of the al jaber.
 Any damage to a al jaber vehicle must be reported to the Head of

Team – Finance and Resources.
9. ACQUISITION and DISPOSAL
The Head of Team – Finance and Resources will be responsible for overseeing the purchase and
disposal of motor vehicles. It is the responsibility of the Head of Team – Finance and Resources to
determine the motor vehicle specifications to meet organizational requirements.
The al jaber bases its motor vehicle purchases on:
 operational requirements
 work health and safety
 pricing
 operating costs
 environmental impact
 any atypical physical characteristics of particular drivers and the capabilities
of the user population
It is mandatory for all al jaber motor vehicles to meet these criteria:
 Proposed vehicle is equivalent to a fleet standard four or six cylinder vehicle
 Automatic transmission
 ABS Brakes
 Air bags – dual passenger
 Air conditioning
 Cruise control
 Power steering
 Mobile Phone Cradle

 Solar Tinting
 Protection Pack
 Metallic Paint (if desired)
Vehicles will be disposed of at approximately 80,000 kilometres. When a vehicle is approaching this
figure al jaber personnel need to inform the Head of Team – Finance and Resources. The Head of
Team – Finance and Resources may also dispose of a vehicle earlier than 80,000 kilometres if it is
determined to be more economical. If the vehicle is an Employment Contract vehicle, the staff
member to whom the vehicle was allocated should seek quotations for a replacement vehicle as
detailed in the al jaber Driver Manual. Replacement of pool vehicles will be co-ordinated by the
Head of Team - Finance and Resources.
Detailed procedures for acquisition and disposal of vehicles are included in the al jaber Motor
Vehicle Procedures.
10. APPROVED DRIVERS
Employees using al jaber vehicles must hold a valid and appropriate Iraqi driver’s license. A copy of
the license needs to be stored on file at the al jaber. All other drivers of al jaber vehicles must hold
a valid and appropriate iraqi driver’s license. For the purposes of this document approved drivers
excludes those on work permits.
11. DRIVER LICENSING
 All persons who intend to drive a al jaber motor vehicle (including contractors
) must hold a current and appropriate driver’s license.
 Al jaber drivers and their supervisors are required to observe all the
provisions for driver licensing under the Road Safety Act or other legislation
that applies in the jurisdiction in which the driver is operating.
 Drivers must provide a copy of their current driver’s license, which must be
valid and appropriate for the type of vehicle.
 Drivers of al jaber motor vehicles are required to hold and continue to hold a
driver’s license authorizing them to drive such a motor vehicle.
 It is the responsibility of the al jaber driver to notify his or her supervisor

immediately of any changes in relation to his or her driver’s license status,
i.e. the suspension, cancellation or loss of the license. In the event of a loss
of license, the al jaber cannot guarantee continuing employment.
12. SAFE VEHICLES
 The al jaber is responsible for providing and maintaining for employees, so far
as is practical, motor vehicles that are safe and without risk to health.
 The al jaber has a responsibility to ensure that employees using motor

vehicles for work purposes are properly licensed and to encourage employees
to observe safe driving practices.
 Vehicles are to be maintained in accordance with the manufacturer’s

requirements and must at all times comply with relevant road legislation.
13. DRIVER SAFETY
1) Drivers of al jaber motor vehicles must take reasonable care for their own health and
safety, and for the health and safety of passengers and other road users.
2) Drivers of al jaber motor vehicles must comply with the applicable provisions of this
policy, the al jaber Code of Conduct, the Work Health and Safety Act, and any other
relevant legislation of any applicable jurisdiction.
3) Drivers of al jaber motor vehicles must cooperate with the employer on any action
taken by the employer to comply with this al jaber Motor Vehicle Policy or any
requirement imposed by relevant legislation.
4) Drivers must at all times observe legislation on driving under the influence of drugs or
alcohol and the use of mobile phones whilst driving.
To assist in the risk management and development of effective al jaber driver information and
education programs, drivers of al jaber motor vehicles are required to authorise the employer to
record and obtain from the State Roads and Traffic Authority or any other appropriate authority:
Emergency Purchase:
a) detail of all traffic and motor vehicle-related offences committed by them while
driving a al jaber motor vehicle
b) driver’s licence details and status
c) detail of any loss of driver’s licence points
Such information is to be administered in accordance with the provisions of the Information

Privacy Act.
It is the responsibility of the driver to ensure that the vehicle is used in accordance with
requirements detailed by the manufacturer and legislation.
Drivers of al jaber motor vehicles are required to report any faults immediately to the al jabber
Finance and Resources Team for immediate rectification.
14. MOBILE PHONES
Drivers are not permitted to operate a hand-held mobile phone when the motor vehicle is
moving or stationary but not parked. Drivers incurring an infringement notice for this offence
are responsible for the infringement.
Car mounted mobile phone cradles or bluetooth capacity will be provided in all al jaber vehicles
to enable hands free talk.
15. SMOKING
Smoking is not permitted in any al jaber vehicles.
APPENDIX A

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Al-Jaber International Company

Revision History ................................................................................................................................... 1

Their role is to:

 Oversee the procurement, resale, maintenance, registration, insurance and

 Ensure efficient, progressive and innovative management of al jaber motor

 Monitor fleet operations and carry out utilisation reviews.

 The fleet management policy is implemented and enforced throughout the

 They discipline drivers found to have contravened the policy.

Vehicle custodian and authorised drivers responsibilities are outlined in the al

4.Vehicle Maintenance Program

1) Individual Maintenance Records:

3) Wheelchair Lift Inspection and Maintenance

9) Emergency Equipment on Vehicles

10) Accident/Incident Reporting

5.Pre use inspections

Mobile equipment such as:

• Vehicles - sample circle check vehicle log

Production equipment such as:

Life safety equipment

• Fall arrest equipment

6.Motor Vehicle Safety

7.Motor Vehicle Usage

8. Problems and Accident Reporting Breakdowns and Traffic

 Driver must report to his/her manager of any problems and accidents

 The management of motor vehicle problems, accident reporting and the

 All motor vehicles owned by the al jaber are comprehensively insured

 Vehicles owned by the al jaber driven for work purposes or authorised

 Drivers of al jaber motor vehicles are required to observe all traffic

 Any damage to a al jaber vehicle must be reported to the Head of

9. ACQUISITION and DISPOSAL

 Mobile Phone Cradle

10. APPROVED DRIVERS

11. DRIVER LICENSING

 It is the responsibility of the al jaber driver to notify his or her supervisor

12. SAFE VEHICLES

 The al jaber has a responsibility to ensure that employees using motor

 Vehicles are to be maintained in accordance with the manufacturer’s

13. DRIVER SAFETY

b) driver’s licence details and status

c) detail of any loss of driver’s licence points

Such information is to be administered in accordance with the provisions of the Information

14. MOBILE PHONES

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