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
Al-Jaber International Company
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
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
Al-Jaber International Company
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
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.
Heads of Team and Senior Managers responsibilities include but are not limited to
ensuring that;
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
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,
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without the approval of the Management is prohibited. Page 4 of 12
Al-Jaber International Company
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
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.
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
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 5 of 12
Al-Jaber International Company
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
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.
• Lathes
• Mills
• Table saws
• Punch presses
• Conveyor systems
• Floor stand mixers
• Steam kettles
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.
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without the approval of the Management is prohibited. Page 6 of 12
Al-Jaber International Company
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
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.
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.
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.
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 7 of 12
Al-Jaber International Company
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
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.
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
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 8 of 12
Al-Jaber International Company
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
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.
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.
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 9 of 12
Al-Jaber International Company
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
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.
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
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.
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 10 of 12
Al-Jaber International Company
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
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.
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without the approval of the Management is prohibited. Page 11 of 12
Al-Jaber International Company
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
APPENDIX A
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without the approval of the Management is prohibited. Page 12 of 12