Management of a high performing team of head office transport staffs

·         Creating a positive working environment in which continuous improvement, service–mindedness, transparency and open communications are key values.

·         Ensure the transport functions in Head office  effectively support programs and meet the needs to a satisfactory standards

Functional & responsibilities

1.       Ensure all authorized vehicles users are using the resources according to the transport rules and procedures.

2.       Manage all concern drivers and act as their representative and spokesman in matters of importance to them.

3.       Manage all Concern employed drivers and hired car drivers to ensure they are completing their daily activities correctly.

4.       Ensure all vehicle Log sheets are being correctly recorded to capture all vehicle movement and information is being transferred correctly to transport monthly report.

5.       Ensure Concern’s vehicles are serviced/maintained as per Concern’s vehicle maintenance standards and proper vehicles preventive service schedule tracking system is in place for Head office vehicles and generators.

6.       Ensure all authorized vehicle operators/drivers have valid driving license and maintain  scanned copy of driving license for each drivers/vehicles operates 

7.       Responsible for office and rented vehicles refueling function and ensure vehicles are refueled as per Concern’s fuel management procedures.  

8.       Produce monthly fuel utilization reports and ensure all refueled information is captured in each vehicles logbook and reconciled with fuel invoice/voucher          

     1.       Maintain proper documentation/file for all Concern vehicles including title certificate, insurance details, and maintenance expenditures.  

2.       Establish smooth relationship with external transport service suppliers like: vehicle rental companies, freight service and maintenance service providers to obtain efficient and effective services.

3.       Establish and maintain database for potential transport service providers like: freight service, and vehicles rental service 

4.       Advise the management to choose cost effective and safe transportation systems from available alternatives.

5.       Provide remote and on-site technical support/advise to field offices TPT & Logs officers

6.       Actively participate in recruitment of drivers so as to ensure skilled and competent drivers are hired. 

7.       Ensure all rented vehicle drivers are familiar with Concern transport policy and standards

8.       Ensure all operational office vehicles are covered under comprehensive and compulsory third party motor Insurance 

9.       Manage  accident claims for all Concern vehicles in line with Insurance’s accident claim policy   

10.   Monitor vehicles tracking system- GPS on daily base and forward any irregularities to the management for administrative action    

11.   Ensure Head office vehicles are annually inspected and entitled for road worthy certificate from ERTA 

12.   Ensure long term contracts are renewed timely including freight, taxi service companies, vehicles rental and vehicles tracking- GPS company 

13.   Ensure service payment like: vehicles maintenance, taxi and freight payments are paid timely with proper documentation.

14.   Ensure tyre and battery replacement are tagged and tracked throughout the life  

15.   Establish vehicles  Insurance renewal tracking  system so as to monitor each vehicles insurance renewal period

16.   Ensure and implement health and safety standards are meet for all owned and rented vehicles.  

17.   Produce monthly consolidated fleet report for all Concern owned vehicles and ensure the report highlight the 7 KPIs

18.   Prepare quarterly Country’s  fleet utilization report

19.   Monitor Head office  transport budgets like: fuel, repair and maintenance expenditures

20.   Manage the request and authorization of Taxi hire for Head Office.

Compile and submit monthly Head office Taxi bills.        

·         Bachelor’s degree in automotive, logistics management, transport management or other related fields of study. 

·         At least eight years’ experience in transport operation management as senior supervisor lever. 

·         Ability to multi-task

·         Excellent communication, coaching, negotiation and reporting skill

·         Excellent knowledge of basic computer applications

          Mechanics background in vehicle maintenance, knowledge of country road traffic rules, familiar with custom rules and regulation