EGPAF NGO Transport & Fleet Management Officer Jobs in Kenya
The position holder will manage the operation and maintenance of EGPAF Kenya’s motor vehicle pool (Over 20 Foundation owned vehicles and hired vehicles). S/he will oversee all the compliance and reporting as it relates to the Foundation’s transport and fleet management policies.
The position holder will develop and implement vehicle preventive maintenance programs and will manage the fleet department budgets, ensuring the Foundation obtains maximum value for money in its fleet management. The position holder will, in collaboration with the procurement department, develop and maintain outside vendor and service provider relationships to optimize fleet and transport management within EGPAF Kenya.
Key Responsibilities
Efficient Coordination of Ground Transportation in support of EGPAF Country Program
Develop a route optimization map for each of EGPAF Kenya’s main implementation locations (Homa Bay, Kisumu, Turkana and Nairobi)
Ensure that all travel requests to EGPAF supported facilities/sites are submitted minimum 5 days before the date of intended travel
Prioritize allocation of EGPAF internal fleet based on received requests and using the route optimization map to minimize duplication on vehicle requirements
Determine and seek approval for any extra needs for vehicle/taxi hire
Communicate allocated transport to all requesters minimum 48 hours before date of intended travel
Ensure all vehicles depart and return on time, and will perform pro-active satellite monitoring as well as communications with drivers throughout the day to ensure planned routing is executed as anticipated
Air Transport Coordination
Ensure all air travel requests by EGPAF staff are received and processed minimum 7 days before the date of travel
Establish and maintain arm’s length contractual relationships with travel agents, and where possible directly with the airlines with a view to ensuring that all tickets sold to EGPAF are priced competitively
Maintain a log of all air travels that have a change of flight request indicating the reason for change, cost to the Foundation and the approver for the change of flight.
Coordinate ground transportation needs for all air travelers (local travel) on both departure and return legs including optimizing efficiencies for pick-up/drop-off on group travels
Ensure travel agents invoice within 10 days of end of trip, and that Finance processes air ticket invoices within 10 days of receipt
Ensure all travel agent / airline statements are reconciled with Finance within 15 days of the end of the month
Provide utilization reports to respective budget holders showing total spend on air travel month on month for each of their projects
Escalate serial non-compliance with air travel guidelines to management
Vehicle Operations Management
Responsible for developing the annual running budget estimate for each of the vehicle in EGPAF Kenya’s pool. Will also reports (monthly basis) the cost of each vehicle operation as well as the overall fleet maintenance cost.
Work closely with the drivers to oversee and schedule fleet maintenance and repairs including:
Diagnosis of vehicle preventive and repair maintenance needs
Researching parts availability and costing
Opening of work orders with selected garages
Review and concurrence of the issuance of purchase orders
Ensure timely and efficient scheduling of repairs to avoid grounding of the fleet at a go which results in increased cost of hired vehicles
Maintaining a repair file for each of the vehicles in EGPAF Kenya’s fleet including repair cost history
Repair trend analysis specific to each vehicle and where necessary, take necessary remedial actions for consistent performance issues with drivers
Oversight over the fuel management aspects for the fleet including:
Monitoring the float consumption for each vehicle against distance covered, terrain, vehicle type and age
Developing and analyzing the fuel consumption trend reports and instituting necessary remedial measures
Ensuring that fuel top ups for the cards are consistently done latest the 25th day of every month
Thorough, documented review of the fuel analysis reports including audit support
Develop, implement and periodically improve the fleet administration standards and policies for vehicle operation
in EGPAF Kenya
Driver Supervision
Serves as the performance leader for EGPAF’s pool of over 20 drivers including goal setting, regular feedbacks on performance and the annual appraisal process
Build the capacity of the drivers in their various roles through on the job training and as necessary, curriculum based external trainings
Plan, organize and manage the work of the driving staff to ensure that the work is accomplished in a manner consistent with organizational requirements of efficiency and safety
Make and advise recommendations to Human Resources Department on training, annual leave or off-days, scheduling, reprimanding, hiring, and termination of recalcitrant drivers
Develop, maintain and ensure adherence to disciplinary procedures and drivers’ orientation program
Ensures that all drivers adhere strictly to the laid out vehicle safety & security procedures
Compliance
Ensure that waiver of liability forms are signed and filed in all instances where non-EGPAF staff are ferried in EGPAF vehicles
Ensures that all EGPAF drivers are competent to handle vehicles including periodic independent assessment tests
Esures that all EGPAF drivers are trained on NTSA’s highway code of conduct and other relevant driving best practices
Routine surveillance of the automated fleet management system to identify violations of speed, operating hours, geo-fence limitations and to recommend appropriate remedial actions on offending drivers
Thorough review of all vehicle mileage logs for accuracy, completeness and will escalate any relevant issues for management action
Ensures compliance with all donor rules and regulations regarding branding of project vehicles
Ensure vehicle pre-departure checklist is consistently filled out and periodically approved
Ensures compliance with EGPAF policies and procedures regarding incident reporting for drivers
Other Responsibilities
Liaise with EGPAF HQ and Regional departments as needed to enhance efficiency, effectiveness and compliance with EGPAF’s vehicle use policy
Updates and disseminates knowledge by studying existing and new regulations, participating in educational opportunities, reading professional publications and maintaining personal networks
Ensure continuous innovations, adoption of best practices and regular reviews of fleet operations for optimal efficiency
Recommend any additional fleet procedures/guidelines to the management
Continually Analyze risk areas in fleet operations and recommend mitigating solutions
Qualifications:
Bachelor’s degree in logistics/auto-industry/ or other transport related field
5+ years’ logistics or general transportation experience in a busy fleet setting
5+ years’ management or supervisory experience (preferably managing a pool of drivers)
Strong fleet analytical skills required
Knowledge, Skills, and Abilities
Uncompromising Integrity
Complete and up-to-date knowledge of NTSA transportation regulations regarding to licensing, road safety, et cetera.
Must have a working knowledge of computers and Intermediate to advanced level Microsoft Excel with a manifest readiness to learn EGPAF specific fleet management software quickly
Ability to develop and maintain an accurate record-keeping system relating to fleet management and general transportation
Prioritization: Understanding of what is the single most important task at any given moment.
Ability to think on one’s feet and make decisions quickly
Listening skills: Willing to listen to drivers, EGPAF staff, management, HQ counterparts and a host of other external stakeholders
Handle emergencies: Ability to stay calm and take optimum decisions quickly
Differentiate driver issues, decipher problems versus complaints and proffer relevant solutions
Effective communication, which is the ability to speak professionally and remain calm under intense pressure
Willingness to travel (at least 30%)
How to apply
Interested candidates should apply online by 25th May, 2018
For more information and job application details, see; EGPAF NGO Transport & Fleet Management Officer Jobs in Kenya
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