Country: Kenya
Closing date: 10 Jun 2016
Job Summary
The Fleet Management/Transport Officer is located in the Operations Department of the Afya Jijini Project. The position will work under the supervision of the Administration Manager to manage a pool of project vehicles, hired taxi cabs and other transportation medium ensuring efficient use of resources and coordinating field travel to the regions across the county.
Major Duties and Responsibilities:
Manage and oversee the project logistics and transport function.
Ensure that all project vehicles are in excellent operating condition, properly assigned and that drivers carry out basic maintenance such as checking oil and fuel levels, tire pressure, transmission, and that the vehicle is clean, neat and has proper accessories such as spare tire, jack, fire extinguisher, triangles, first aid kit and tool kit.
Develop weekly/monthly field travel schedules, coordinating between program staff and drivers to allocate use of vehicles.
Ensure that vehicles are in excellent operating condition, clean and safe.
Ensure that safety measures are up-to-date and that all personnel are properly dressed and complying with procedures relevant to the operation.
Maintain individual files on each vehicle, documenting all repairs and operating costs*,* including gas and oil consumption and breakdowns.
Ensure that all documentation concerning the vehicle is current such as registration, insurance policy, license plates and log books.
Monitor vehicle log books weekly
Keep track of fuel card use for each vehicle and reconcile bills and vehicle records monthly
Analyze trip requests and note patterns and requirements to ensure that the fleet is adequate and responding to all needs.
Ensure that drivers are well trained in all types and kinds of fleet vehicles and undergo periodic health check-ups and eye tests.
Safety, Security & Emergencies Management: The Logistics/Fleet Management Officer will oversee the management of daily duties that pertain to the safety and security of the staff, program and property, which include maintaining the safety & security manual, initiating phone trees, office and property security:
In-Country Travel and Transportation: The Logistics/Fleet Management Officer will work with staff and consultants to ensure that in-country land and air travels are planned in advance, including travel advances and management of contracts with airlines. This will include:
Properly coordinate office errands to ensure that appropriate resources (project vehicles, taxis, etc) are available with adequate notice as appropriate to ensure that project needs are met in a timely and cost-effective manner;
Manage relationships and contracts with local airlines, including managing issue of local air travel tickets in accordance with IMA World Health policies;
Ensure that staff, eligible visitors and consultants arriving in Kenya are met at the airport and transported to their initial destination safely;
Ensure consultants and international visitors arriving in Kenya are appropriately briefed prior to arriving in Kenya, and constantly monitoring their needs and receiving their feedback during their stay in Kenya – this will include arranging for such visitors to receive local cellphones, connection to the internet (modems availed where necessary), picked and dropped off every morning/evening, etc.
International Travel: The Logistics/Fleet Management Officer will oversee the provision of assistance to the home office as required or make international travel arrangements including lodging for staff and consultants, in accordance with USAID rules and regulations and IMA World Health policies and procedures.
The Logistics/Fleet Management Officer will also assist the HR Manager in the acquisition of Residence Permits and other Kenyan Immigration documentation for all Expats, Consultants and TCNs coming to Kenya. S/he will also assist the Procurement Manager for processing all import documents and customs clearances for packages and freight for Expats, TCNs and consultants coming into Kenya.
Stores Management: Under the guidance and supervision of the Administration Manager, the Logistics/Fleet Management Officer will develop and maintain a detailed record of all project expendable supplies and stores records, including tracking receipts/replenishments, issues and re-order levels. More specifically, s/he will, amongst others:
Ensure all procured expendable supplies are accurately captured and updated on the stores records;
Ensure issues are recorded, approved and accounted for;
Ensure stores reconciliations are done periodically, with appropriate reports sent to and approved by the Administration Manager or Senior Finance Director;
The Logistics/Fleet Management Officer will also be responsible for monitoring the usage of expendable supplies (toners/stationery, etc) ensuring that these are expended judiciously and avoiding any stock-outs (in consultation with the IT Officer).
Required Minimum Qualification:
Education: Bachelor's Degree in Logistics and/ or Fleet Management is required.
Prior Work Experience: Minimum of 5 years of fleet management experience preferably with USAID funded programs.
Job Knowledge: A thorough knowledge of automotive vehicle operation and safety and maintenance is required.
Language Proficiency: Excellent written and oral communication and interpersonal skills is required.
Skills & Abilities:
Excellent organizational skills, attention to details, and ability to manage multiple tasks.
Incumbent must have ability to organize trip and work schedules.
Must be able to negotiate effectively conflicting desires or requests from drivers for changes in trip or work schedules.
Must have tact to establish priorities during periods of peak demand for vehicle service.
Proficiency with Microsoft Office products (Word, Excel, Outlook)
How to apply:
To Apply
All applications should be submitted to jijinihr@imaworldhealth.org
Application closing date is: 10th June 2016