Assistant Fleet Management Officer

About

The Fleet Management Assistant supports the Fleet Management Officer with fleet-related activities, inventory control, and maintaining an institutional fleet that is safe, efficient and economical. The role is full-time for six months and reports to the Fleet Management Supervisor. Applicants need at least a diploma in Mechanical Engineering, Logistics Management or a relevant field, alongside the stated fleet, reporting and interpersonal competencies. Reference: FMAX002 Number of posts: 1 Duty station: MKC Terms of service: Full-time Terms of service: 6 Months Reports to: Fleet Management Supervisor

How to apply

Apply online through the official Infectious Diseases Institute Opportunity Portal advert page.

Responsibilities

• Deputize in the absence of the Fleet Management Officer.
• Assist in following up on approvals and LPOs for fleet-related procurement and finance works.
• Generate weekly and monthly fleet operational reports to be shared with the direct supervisor and line manager.
• Assist in data entry for works, tyre dressing, and vehicle repairs and ensure records are filled for traceability purposes.
• Ensure all invoices tally with information on purchase orders and quotations before payments are processed.
• Ensure fuel accountabilities received from upcountry and within IDI are checked, verified, and recorded in the book ready to be reviewed by the Fleet Supervisor.
• Review fuel tracker mileage reports to ensure proper fuel usage and driver behavior are maintained.
• Detect and solve the fuel accountability queries with the initiator (Transport Assistants / Field Admin Finance Staff), card statement readings / balances vs the actual usage.
• Ensure safety standards and procedures are adhered to by both staff and drivers and check that safety equipment is installed in each IDI vehicle.
• Coordinate all key training for the fleet section, especially safety, repair techniques, and defensive driving.
• Ensure all information regarding vehicle works is stored and ready for retrieval at any time of need.
• Assist in supervising the dispatch of drivers, coordinate their movements, schedule on a rotation system, advise on security, particularities, and anomalies on the routing, and take appropriate action in case roads are blocked or impassable.
• Ensure vehicle mileage logbooks are updated and all required information is documented.
• Assist in planning and coordinating vehicle/staff movements and ensure necessary paperwork for transport and delivery of goods are filled.
• Ensure itinerary and bookings for staff/partners' movements on domestic trips are followed as per the plan.

Qualifications

• At least a diploma in Mechanical Engineering, Logistics Management, or relevant field.
• Outstanding organizational skills.
• A self-starter with leadership, supervisory, and negotiation skills.
• Notable record-keeping for key fleet tasks.
• Experience in vehicle assessment.
• Knowledge of report writing skills and ability to interact with all levels of management.
• Self-motivated, innovative, and capable of meeting deadlines.
• Analytical mindset and good problem-solving skills.
• Attention to detail.
• Exceptional interpersonal skills.
• Excellent written and verbal communication.
• Traffic laws and rules knowledge.
• Knowledge of highway code.
• Vehicle mechanics and maintenance management skills.