TABLE OF CONTENTS

PAGE NUMBER
1. Background 2

2. VEHICLE USAGE & AUTHORIZATION 3

3. MAINTENANCE 5

4. MAINTENACE SCHEDULE 6

5. SAFETY TIPS FOR VEHICLE USERS 8

6. LOG BOOK 9

7. FUEL 10

8. ACCIDENTS 10

9. INSURANCE & licenses 11

10. DEFINATIONS 11

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 BACKGROUND

Since the establishment of Statistics Sierra Leone (Stats SL), there has not
been any laid down rules/regulations and/ or procedures with regard to the
use and maintenance of assets in general and vehicles in particular.

There have been no clear-cut rules as to where and when the vehicles
should park.
The absence of clear-cut rules and regulations as to the use of vehicles
may result in ineffective vehicles management and possible misuse such
as:
• Driving SSL vehicle without authorization by proper Stats SL officials:

• Permitting a person who is not Stats SL employee to drive or be

driven in Stats SL vehicle

• Engaging in unsafe practices, including failure to use and ensure that

all passengers use available safety equipment in the vehicle

• Improper storage or parking of SSL vehicles;

• Personal use or conveying passengers other than persons directly

involved with SSL business without the approval by the employee’s
supervisor/ or Statistician General.

To address these anomalies, the following policy guidelines will now be put
in place as procedures regarding the use and maintenance of statistics
Sierra Leone vehicles. Additional policy statements by the SG office
through the Administrative department may be issued from time to time as
the situation demands. It is the responsibility of each employee to be
current on any change to the policy guidelines and rules and regulations on
the use of vehicles.

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 1.0 VEHICLE USE/ AUTHORIZATION
1.1 The Transport unit of the Administrative Department maintains SSL
vehicles to provide transportation in the most effective, efficient, prudent
and safest way possible for SSL employees in the performance of their
duties. These vehicles are to be used when cost saving can be realized.
Privately owned vehicles may be used by staff if the need so arises.

1.2 SSL vehicles shall be used only in the conduct of SSL business. This means, “Only
when driven in the performances of, or in the course of, the duties of SSL
employments”. No SSL employee shall use or permit the use of, any SSL vehicle other
than in the conduct of SSL business.

1.3 Proper monitoring and control of the use of vehicles to avoid abuse/misuse will
therefore be of paramount importance. Monitoring vehicle use is key component in cost
effective vehicle management. Vehicle usage must be monitored on an ongoing basis to
ensure that vehicles are being utilize in a cost effective manner consistent with the
expectation established at the time of vehicle acquisition/assignment

1.4 Drivers must ensure that the vehicle is used only for SSL businesses.
However, authorization may be given for personal use or use after working hours by the
SG office or a designated officer like the Administrative Manager. Employee who use
office vehicle with a driver for private business out of their duty station must ensure that
adequate provision is made for the driver, in terms of allowances, as provided for in the
conditions of service.

1.5 Vehicles are assigned primarily for the performance of the day-to-day activities of
the Institution. Their use must be controlled to avoid abuse/misuse and to ensure that it
is used for its intended purpose.

1.6 During working hours, all utility vehicles are to be used on a pool basis. However,
vehicle may be allocated to certain categories of employees for work related and
personal use depending upon the discretion of the Statistician General. The following
are mandated to drive SSL vehicles: SG, DSG, Directors, Transport officers and
Managers approved by SG. Those authorized to use vehicles outside working hours
must receive prior approval from the Statistician General or designated person(s).

1.7 In order to drive SSL vehicle, it must be authorized and the driver must be an
employee of the Institution. It must not, under any circumstance, be loaned or driven by
individuals outside the organization nor should non-employees be carried on board
except under extreme emergencies or authorization. Drivers should not pick up or

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transport family members, relatives, friends, or any person(s) not on official SSL
business.

1.8 All authorized drivers must be in possession of valid and updated driving license.

1.9 All trips must be authorized. For out of town trips, a vehicle request -form must be
filled and approved. In the event of trips within the greater Metropolitan area, it must be
authorized by designated Admin personnel and logged in a ledger in the Admin office at
either Head Office or agencies. On no account should any driver move any pool vehicle
without the prior knowledge of designated Admin personnel.

1.10 Any driver or person authorized to drive SSL vehicle must be literate (be able to
read and write), possess a valid driving license and must be alcohol and / or drug free.
These include prescription and non-prescription drugs that may impair the driver’s
judgment.

1.11SSL vehicle shall not be used for any of the following prohibited cases:

 Operate by unauthorized person.

 Operate by any driver or authorized person(s) under the influence of intoxicants;

drugs and any other Substance known to impair driving ability;

 For any illegal purpose;

 Operate in an abusive or reckless manner.

 Carrying or transporting firearms, intoxicants, drugs or any other controlled

substances.

 Carrying persons or goods/ property for hire;

 Towing or pushing any objects, operated in a race, test or contest

1.12 A driver or authorized user of SSL vehicle is required to observe and obey all
traffic laws regarding the operation of a motor vehicle including established speed limits.
Drivers / authorized users of office vehicles will be personally responsible for all traffic
citations (tickets) fines and penalties imposed for parking or traffic violations with
respect to SSL vehicle while in their possession.

1.13 The use of SSL vehicle for commuting to and from an employee’s residence may
be permitted in the case of the Statistician General, Directors and Heads of
Departments by the SG office depending on the availability of vehicles. Employees so

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availed of this facility should abide by the rules and regulations governing the use of
office vehicles. Those authorized to do so would not be entitled to transport allowances.

1.14 At the end of a workday, vehicles are to be parked at the office or designated
place(s). An SSL vehicle may be parked at an employee’s house only when the vehicle
is to be used in the conduct of SSL business the same day or on the next succeeding
work day as defined below.

1.15 “Parking overnight at an employee’s house is permissible when an employee is

departing on or returning from an official trip away from the employee headquarters
under circumstances which made it impracticable for the said employee to use other
means of transportation, or where the home is reasonably en route to or from his / her
headquarters or other place where he / she is to commence work the following day.
When such situation occurs, the vehicle should be off the street where feasible, or
where the hazard of accidental damage, theft and vandalism are reduced”.

1.16 All office vehicles should be parked in the office on weekends except on official
duty in the provinces.

2.0 MAINTENANCE

2.1 The life span and proper functioning of SSL fleet depends a great deal on effective
maintenance.

2.2 A service agreement will be entered into with at least two reputable garage owners
for one year in the Western Districts and a reputable garage in every District
headquarters. The selection should be done on a competitive basis and renewal would
be based on satisfactory performances.

2.3 When repair/ maintenance is required, a vehicle maintenance request form from
Transport Unit is to be completed by the driver, personnel using vehicle indicating
amongst others, description of work to be done. In the case of Western Districts, the
Transport Officer should raise a request for the maintenance of vehicle/bike through the
Administrative Manager to be approved by the Statistician General.

2.4 The form is then taken by the driver to the designated garage owner where the
mechanic will indicate the nature of Repairs and cost.

2.5 The garage owner will return the form with cost to Administrative Department for
authorization of Repairs/ maintenance to be effected. The onus will be the garage
owner to ensure that genuine spare Parts are used and the work is properly done.

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2.6 On completion of repairs / maintenance the driver is so informed for vehicle to be
test-driven. If repairs are certified by the driver as satisfactorily done, the Head of
Transport Unit should also test-drive for further certification of work.

2.7 If repairs are certified by both parties, a job card should be signed by the garage
owner and transport unit of SSL so that the mechanic would send his or her invoice for
payment.

2.8 Maintenance Schedule

Routine Service (Diesel vehicle) Change of lubricants and filters
No Equipment Age Service period Remarks
1 Vehicle New (0- 50000 km) Service @5000km
2 Vehicle 50000km- 85000km Service @4500 km
3 Vehicle 85,000km- Service @ 4000 km Plan to
150000km dispose
4 Vehicle 150000km – Service @ 3500km Plan to
200,000 km dispose

Brake pads, Brake linings, Shock absorbers, Tires, Batteries

No Materials Odometer Service Remarks
Interval
1 Brake pads @ every 10000km 6 months
2 Brake linings @ every 20000 km 12 months
3 Shock @ every 20000 km 12 months
absorber
4 Tires @ every 10000km 6 months Tedious operations
5 Batteries @ every 10000km 6 months

Major Vehicle Repairs

No Maintenance Odometer Service Remarks
Interval
1 overhauling 120,000 km 5 years
2 wheel bearing 20,000 km 24 months
3 clutch driving 20,000 km 24 months
plate
4 Pressure plate 20,000 km 24 months

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5 gear oil 20,000 km 24 months
6 Transmission fluid 20,000 km 24 months

Motor Bikes (Tedious Operations)

No Maintenance Odometer Service Remarks
Interval
1 Routine service- 500km 2 weeks
lubricants
2 To replace brake 3000km 3months
pads, linings,
sprocket and chain,.
3 To replace tyres, 6000km 6months
side mirrors,
indicator lamps,
battery etc

Major Motor Bike Repairs

No Maintenance Odometer Service Remarks
Interval
1 Overhauling of 40000km 2 years
engine – replace
rings, metals, bore,
connecting rod,
crankshaft etc.

Generators (100KVA – 250KVA)

No Maintenance Odometer Service Remarks
Interval
1 Routine service- 250 hours 4 months
lubricants and filters
2 Major repairs- 10000 hours 5 years
overhauling
3 To replace 10000 hours 5 years
turbocharger

Generator ( 5- 6 KVA )
No Maintenance Odometer Service Remarks
Interval
1 Routine service- 50 hours 2 weeks
lubricants and filters
2 Major repairs- 5000 hours 2 years

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 overhauling

Safety Tips for vehicle users

1. The security of the person being transported

When driving SSL vehicle, you should strongly respect the traffic rules. You should adapt your
speed depending on the condition of the road, the load and when approaching people.

2. Safety belts
You (Driver) should wear the safety belt at all times and make sure all passengers do so too.

3. Speed limit
You (Driver) should respect the speed limits as directed by the road signs.

4. Correct Loading of the Vehicle

Driver should ensure correct loading of the vehicle and make sure the cargo is well secured and
strapped down.

5. The Tools and spare parts in the Car

He or she must regularly check the materials (Jack, wheel puller, space sever wheel, etc) and
always report if any is missing.

6. The operator of the vehicle should:

a. Not be drunk on duty
b. Not Steals fuel or any goods in the vehicle
c. Try not to be responsible for an accident
d. Take good care of all materials in the car

7. Before starting the engine always:

a. Check engine oil level

b. Coolant level
c. Brake and clutch fluid level
d. Wind screen -washer water level
e. Cleanness of the radiator and mosquito-net fixation ( if installed)
f. Condition of all tyres (pressure by sight, cracks on both sides)
g. Possible leaks under the car
h. Battery fixation and electrolyte level
i. Power steering oil level, wipers, headlights, trafficators etc.

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 8. When engine is running (idling)
a. Listen to abnormal noise
b. Check your indicators and warning lights on the dash-board

3.0 LOG BOOK

Drivers/ Vehicle users should know how to use the logbook

3.1 Each vehicle must have a logbook, which will track vehicle movement and fuel
consumption. Staff should Demonstrate integrity and stewardship in the use of vehicles
and apply the logbook system meticulously.

3.2 The onus will be on the driver to ensure that any assigned vehicle has a logbook
and all movements either Personal and / or official are recorded.

3.3 Drivers who operate faulty odometers, thus failing to log trips will be disciplined.
Loging must be done to reflect actual sequences of trips covered.

3,4 Snap inspections will be carried out without warning to ensure logbooks being
maintained and any body found wanting could face disciplinary action, which includes
but not limited to loss / suspension of driving Privileges

3.5. Before parking a vehicle, the driver must ensure that the place is secured, keys are
removed and doors are properly locked when the vehicle is left unattended.
3.6 Any problem detected must be reported immediately by the driver to the Transport
Officer

3.7 Vehicles should be kept clean at all times and the responsibility for cleaning the
vehicle is the Driver assigned to that vehicle.

3.8 Employees who neglect, misuse or manhandle vehicles may be suspended from
driving, work or terminated depending upon the gravity of the offence.

3.9 The user of a vehicle has an obligation to inspect the vehicle before driving it. The
vehicle should be checked visually to ensure that items such as tyres are in good
condition and adequately inflated, that the side-view mirror is useable, that there is a
spare tyre, jack, and wheel puller and that the oil, gas, and water levels are alright. The
Breaks, lights and other controls should be tested for satisfactory performance.

3.10 Problems noticed by an operator of a vehicle should be reported immediately to

the Transport Officer for prompt action.

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3.11 Cooperation of the operators of SSL vehicles is an important compliment to the
routine periodic inspections, as it helps forestall problems during subsequent use and
helps minimize maintenance problems.

4.0 FUEL

4.1 Fuel must be properly utilized and accounted for before any replenishment can take
place.

4.2 For fuel purchases, a pre-numbered fuel chit is printed in triplicate and authorized
by the Manager of Admin. The original copy will be sent to the fuel station.

4.3 All vehicles will have their tanks filled to capacity and will be expected to consume at
most a gallon for every 25km covered within the township and 30km for trips covering
long distances. A designated staff in the Admin Department (OIC FUEL) will check the
odometer reading to verify distance covered before replenishment of fuel and only
quantity consumed will be replenished.

4.4 All chits must be signed by the receiving driver to confirm receipt of whatever
quantity stated for supply.

4.5 Every supply received must be entered into the logbook and the fuel record chit
indicating the quantity.

4.5 The fuel station sends the chit with the invoice for payment to be effected. It will be
compared to the duplicate copy before payment is made.

5.0 ACCIDENTS
5.1 All motor vehicle accident must be reported in writing within twenty four (24) hours
of such incidence or as soon as possible after weekend and holiday. Accidents involving
a third party must be reported to the police and a written report obtained. Employees
involved in an accident while driving SSL vehicle will make no comments or statement
regarding the accident to any one except the police.

5.2 subsequent to any accident involving an office vehicle driven on official business all
communications regarding claims, including summons and complaints, must be
reported immediately to the office of the Statistician General for the attention of Admin
Manager. The driver of SSL vehicle involved in an accident will Record all pertinent
information on an accident record form designed by Admin before leaving the scene of
the accident.

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5.3 All vehicle accidents which result in injury to any person other than SSL employees,
or which involves serious damage to the property of others must be reported
immediately.
5.4 If the accident is due to the negligence of the driver, disciplinary action consistent
with the code of conduct of the institution with regard to the use of the authority’s
property will be taken against that driver.

6.0 INSURANCE POLICY& LINCENSES

All new vehicles procured by SSL will be covered by a comprehensive insurance policy
for the first three years. The policy may be changed to third party for subsequent years.
Similarly all the Institution’s vehicles should be licensed with the appropriate authority
before use

7.0 DEFINITIONS
For the purpose of this policy the following will hold:

7.1 A vehicle is any motorized carrier such as cars, light vans, trucks or
motorbikes.

7.2 An assigned vehicle is a vehicle that is identified for the official use of a
person or group of persons who are employees of the SSL.

7,3 A pool vehicle is a vehicle that is not assigned to any person or group of
persons or Department but for the General official use of employees.

8.0 FOR STAFF APPROVED TO DRIVE VEHICLE

Staff approved to drive SSL vehicle will be required to sign two copies of
this policy indicating that they have received, read and understood the
policy and agreed to abide by its provision. One copy will be for the driver /
user and the other kept in his / her personal file.

NAME OF DRIVER / USER…………………………………………………………..

SIGNATURE………………………..

DEPARTMENT……………………………….. DATE…………………

NAME OF APPROVING AUTHORITY……………………………………………….

SIGNATURE………………………..

DATE………………………

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