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Job Description

A client of Workforce Recruitment Services, a leading telecommunication Service provider is seeking energetic, aggressive, and self-motivated and result oriented individuals to join its team in the position mentioned below to work under its Human Resources Department:

Position: Fleet Management Officer

The position is responsible for planning and distribution of fleet, to enable smooth business operations to enable efficient management of all logistical aspects of the business by maximizing fleet availability to drive the business agenda of having stock availability and improve brand visibility on the market.

REPORTING TO THE HUMAN RESOURCES MANAGER , THE ROLE WILL BE RESPONSIBLE FOR:

Planning & scheduling of transport arrangements

  • Plan for fleet maintenance and servicing to reduce down time
  • Assist in drafting, reviewing and implementation of fleet policy and standards operating procedures
  • Ensure timely replenishment of fuel in fuel cards
  • Assist in reviewing fleet management procedures, guidelines, processes and implementation.
  • Facilitate availability of road worth vehicles in line with business demands
  • Allocate vehicles to new joinees as tools of trade and ensure proper handovers are done
  • Facilitate that each vehicle has a logbook and ensure capturing of mileage is adhered to by the users
  • Coordinate tagging of fuel cards to right users based on vehicle allocation
  • Conduct monthly surprise checks on compliance issues by vehicle users e.g. signing off in log books
  • Coordinate transport pooling for trips of the same direction
  • Prepare daily activity schedule for Admin/ HR van
  • Ensures that hired vehicles are refueled and off hired as soon as the users is back from business trips

Fleet Management
  • Ensures asset register is maintained and that all vehicles are comprehensively insured.
  • Supervise Van drivers and schedule their daily duty roaster
  • Keep and maintain records on vehicle serving i.e. vehicle service due dates
  • Ensures that all POs on fleet have favorable balances for provisioning
  • Facilitate drivers’ assessment for new joinees with road traffic examiner keep proper filing of results
  • Maintain accurate database of all vehicles under his/her supervision
  • Check and report any suspected fuel abuse by the users of vehicles from fuel cards
  • Monitors fuel cards utilization and submit monthly fuel usage reconciliation reports
  • Analyze and disseminate information from fleet management system for management decision i.e. car tracking systems
  • Conducts surprise audits to vehicle log books and fuel cards in custody of the users
  • Analyze vehicle status make recommendations on vehicle retention and disposal.
  • Monitor all pool vehicle users with respect to fuel consumption, and alert respective supervisors of any suspected abuse
  • Track usage of fuel and fuel cards by the users from all departments
Budgeting
  • Provide data on fleet related costs for budgeting purposes
  • Draft fleet budget for review by Manager Employee Relations & HR Shared 
Service


Vehicle Maintenance 
  • Maintains database of all cars involved in accidents
  • Ensure settlement of insurance claims are timely done
  • Coordinate replacement of vehicle accessories e.g. batteries and Jacks
Record Keeping
  • Maintain accurate database of all vehicles under his/her supervision
  • Check and report any suspected fuel abuse by the users of vehicles and fuel cards
  • Keeps record of all business travel costs and suggest initiatives on how to reduce such costs
  • Ensures that travel allowances are processed and timely paid to staff
  • Coordinate registering and licensing of vehicles and ensures that licenses are always up to date
  • Maintain proper filing of fuel usage of all cards in custody for proper reconciliation
  • Keep track record of all fuel receipts and map them to respect business activities
  • Provide monthly fuel usage reconciliation report by card No and user.
Reporting and Incident Reports
  • Ensures all incidents involved with company vehicles are timely reported and investigated
  • Make follows ups on all incidents and reporting accidents on time and following up on action to be taken
  • Ensure fleet security incidences are timely reported, managed and closed
  • Ensure that accident reports are timely submitted and documentation is properly maintained.
  • Undertake to provide a monthly report on the fuel usage of all emergency cards
  • Undertake to provide monthly report on fuel consumption by users of functional vehicles in Sales and Business Enterprise
  • Maintains inventory of all business vehicles under his supervision and submit monthly vehicle status report
  • Identify areas of savings from fleet management activities
Other duties
  • All other duties assigned by management from time to time.


RELATED JOB REQUIREMENT / QUALIFICATION

Educational Qualifications & Functional / Technical Skills

  • Bachelors Degree in any Business Related field, preferably in Business Administration/Accounting/ Fleet and Logistics Management or a Diploma in Business Administration or Accounting.
  • Computer skills, especially in MS Excel, Access, and Powerpoint.

Relevant Experience (Type of experience and minimum number of years)

  • 2 years’ experience with a Bachelors’ Degree and a minimum of 4 years’ experience with a Diploma within a fleet environment

Other Competences (Behavioural etc.)
  • Strong communication skills
  • The ability to maintain good working relationships
  • The ability to remain calm under pressure
  • Self-motivation
  • Good team working skills



How to apply


Suitable candidates are required to send their Applications & Curriculum Vitae to

Email: applications.workforce@gmail.com

by 5th November 2019; addressed to Human Resources
Manager.
Please note that only shortlisted candidates will be contacted


Skills Required


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Job Detail

  • Location
    Blantyre
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    06 Nov, 2019

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