• Fleet and Travel Officer

    Location ZA
    Posted Date 4 months ago(4 months ago)
    Job ID
    2018-3163
    Category
    International Positions
  • Overview

    Fleet and Travel Officer needed to coordinate motor vehicle fleet operations such as acquisition, distribution of vehicles, procurement of repair services, administration of billing and payment, preparation of vehicle registration and maintenance of rules and regulations.  Officer will also be responsible for dispatching drivers, monitoring vehicle movements, tracking fuel usage and consumption rates, and arranging for rental vehicles as necessary.  Officer serves as the direct liaison with the office travel agency and car hire services to track and manage planned and actual staff travel and ensure all travel is conducted, reported, and paid according to Jhpiego and donor regulations.

    Responsibilities

    Vehicle Utilisation, Maintenance and Tracking

     

    • Ensure efficient vehicle utilisation, maintenance and tracking
    • Coordinate vehicle maintenance schedules to ensure that they are maintained in a safe and roadworthy condition (license renewals)
    • Maintenance of vehicles: Monthly inspect and arrange for services and repairs
    • Book vehicles with dealer
    • Ensure vehicles are effectively and efficiently utilised, maintained and tracked
    • Ensure implementation and management of systems
    • Safety record of drivers

    Other Travel

    • Serve as liaison with travel agency for planned air travel by project and visiting staff
    • When needed, assist to coordinate airfare bookings. Support travel bookings and coordinate pick-ups and drop-offs for international travellers and visiting personnel

    Liaison

    • Maintain contact with the relevant licensing authorities, the police and insurance companies on a range of issues relating to company cars
    • Take relevant action in the event of incidents such as accidents or hijacking: Take statements in conjunction with HR (investigate)
    • Well maintained and roadworthy fleet

    Compliance

    • Advise staff on all legal and compliance matters relating to vehicles
    • Attend to the administration of the company's car policy to ensure compliance
    • Administer fuel cards
    • Identify trends, poor driving behaviour, etc.
    • Pre and post vehicle delivery inspections
    • Ensuring compliance to policies
    • Staff orientation regarding company vehicle policies

    Accident & Incident Investigation and Reporting

    • Accident and incident reporting
    • Forms filled in correctly and timeously

    Record Keeping

    • Maintain all necessary records to ensure that vehicles provided by the company comply with legal and business requirements
    • Distribute documentation to the line manager for distribution
    • Control the quality and the accuracy of documents
    • Keeping tabs of any traffic infringements and ensuring that the fines are submitted to drivers and ensure payment thereof – HR Advise must be sought
    • Attend to other routines such as arranging courtesy cars
    • Legal and business/operational compliance
    • Timeous submission of appropriate documentation
    • Check vehicle logs information weekly, make corrections where necessary and sign off in each log to verify that this has been done
    • Collect vehicle logs from the field and review for accuracy
    • Discuss problems with logs with drivers and train new drivers on how to properly fill in vehicle logs
    • Collect daily and weekly vehicle checklists, verify their accuracy, and work with drivers to correct any problems
    • Track Field Office transport personnel and vehicle movements
    • Manage relations with vehicle rental vendors and manage vehicle rentals as necessary for project operations

    Reporting

    • Compile and submit reports relating to vehicle utilisation, maintenance and tracking
    • Timeous and accurate reporting

    General

    • Emergency standby if problems arise - Act as back-up driver when needed.
    • Perform any other work related duties and responsibilities that may be assigned from time-to time by management 

    Required Qualifications

    • BSc preferred - mechanical and logistics management or equivalent
    • 4+ years of progressively responsible experience in motor vehicle transport operations
    • Experience with US government-funded NGO a plus
    • Demonstrated ability to manage transport operations in a medium sized organisation
    • Ability to assess potential mechanical problems and advise on preventive maintenance and repair procedures
    • Ability to drive light vehicles; medium and large truck driving experience an advantage.
    • Ability to review alternative options and select most effective and cost efficient mode of transport in various contexts and circumstances
    • Ability to provide leadership to staff reporting into this role
    • Strong negotiating skills and ability to influence others to reach consensus
    • Computer skills including demonstrated hands on-experience with MS Word, MS Power Point, and MS Excel
    • Familiarity with routes and roads conditions within the KZN and Western Cape provinces desirable
    • Strong verbal and written communication skills in English and local language(s)
    • Ability to demonstrate creative approaches to problem solving
    • Excellent independent judgment and decision-making skills
    • High energy level and multi-tasking skills
    • Ability to work in and promote a team environment
    • Experience working in a large procurement section
    • Experience working in a busy office
    • Data base management
    • An understanding of relevant legislation and regulations, policies and procedures relating to procurement
    • Experience working in a diverse organization
    • Self-motivated, proactive and have a positive attitude to work requiring minimum supervision
    • High attention to details
    • Be cooperative, hardworking, flexible & dependable
    • Be of high integrity and have a sense of confidentiality
    • Be willing to take on extra responsibilities, sometimes working overtime, in order to achieve the goals/objectives set by the organization
    • Driver’s License – Codes C1, C, EC1, EC

     

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