General Summary

The Fleet Management assistant is a member of the fleet unit within the Operation section under the Finance and Administration department. The overarching task of the fleet management assistant is to support the fleet management officer in fleet-related activities,inventory control, and ensuring that institutional fleet is maintained in the operational state that is safe, efficient and economical.

Key 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.
• Assists in data entry for works, tyre dressing, and vehicle repairs and ensures 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 reviewedby 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 statementReadings / Balances Vs the actual usage.
• Ensures safety standards and procedures are adhered to by both staff and drivers and checks that safety equipment is installed in eachIDI vehicle.
• Coordinates 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 arefilled.
• Ensured Itinerary and bookings for staff/partners’ movements on domestic trips are followed as per the plan.
• Carryout Inspection of all Hired and IDI vehicles, ensuring they are in good serviceable and mechanical fitness condition.
• Assist in following up on Vehicle service and work with the prequalified garages.

Academic Qualifications

• Atleast A diploma in Mechanical Engineering, Logistics Management, or relevant field.

Person Specification

• 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 of highway code Vehicle Mechanics and Maintenance Management skills

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