JOB PURPOSE

MAJOR RESPONSIBILITIES

% of time

Activity

End Results

30%

Coordinate Fleet Management Reporting and Logistics.

– Coordinate staff travels through the online fleet management system to ensure efficient and effective use of vehicles and transportation services in support of program objectives.

– Enforce compliance with established road safety and fleet management policy and guidelines.

– Prepare monthly online fleet management reports and vehicle tracking system reports for review by Admin and Logistics Manager.

– Prepare monthly fuel management reconciliation report to be reviewed by Admin and Logistics Manager.

– Prepare and update the tracker for motor vehicles and motorcycles renewal and registration, Insurance, and vehicles technical inspection for review.

– Prepare the vehicle tracker reports every month,

-Supervise work towards promoting a sense of stewardship in fuel management, like combining trips, filling a full tank at the time of fuelling

– Coordinate fleet repairs and maintenance, and the cleanliness of vehicles.

– Review Invoices related to MV and MC repairs and maintenance for accuracy before approval by the admin and logistics manager.

– Ensure fleet logbooks are filled out well and accurately

-Ensure timely servicing of generators and are well-maintained

– Proper filing and documentation are in place for all vehicles and motorcycles insurance stickers, yellow cards, and Logbooks updated.

– Timely motor vehicles and motorcycles clearing, registration, and insurance in line with the WV vehicle policy.

– Temporary Importation letters, including repairs/maintenance and other fleet-related issues in place.

– Timely availing of Vehicle movement, fuel consumption, maintenance, accidents, and other fleet-related reports.

– Timely fleet management reports shared with the manager

– Invoices related to vehicles and motorcycle services, plan & provide training for drivers in consultation with managers

– Timely disposal of vehicles after management decision.

– Vehicle service and inspection records comply with manufacturers’ servicing schedules or leasing companies’ maintenance requirements, and ensure all vehicles are cleaned & in good condition.

– Staff Travel savings or cost reduction due to merged trips

– Efficiency in fuel management promoted

– Timely payments of invoices after thorough review.

– Log books are filled in a timely manner

– Efficiency in generator fuel usage.

25%

Coordinate General Office Management.

– Coordinate facilities to the highest standards of cleanliness, efficiency.

· Coordinate a daily check of the property to ensure an acceptable condition of cleaning, grounds & waste services, and ensure that the facilities are fully operational at all times.

· Oversee cost reduction through ensuring that office lights are switched off before leaving the office, and water is used well

· Ensure all staff have a safe and optimal work environment.

· Review office space utilization to ensure optimum allocation and that all staff have sufficient work space.

–Working environment (offices and surroundings) is safe, well-cleaned, and comfortable

–Utilities (water and electricity) are well managed

Quality service rendered by the administrative functions

– Effective Facilities Management

Safe and comfortable work environment

-Availability of office supplies and proper maintenance of equipment’s

-Working office facilities and surroundings well well-maintained

– Satisfactory services rendered by the service providers

-Adherence to health and safety measures in the workplace

– Smooth operation of the outsourced service providers for office and facilities maintenance.

-All repairs and maintenance of the building and all the surrounding areas are carried out as appropriate.

-Office supplies and all equipment are working and properly maintained.

25%

Coordinate Assets Management

– Coordinate effective utilization and safeguarding of WV Rwanda assets in a most cost-effective manner and according to WV Rwanda policies and procedures.

– Regular review of the asset’s movements within the organization.

– Support the admin and logistics manager in the disposal of old and unwanted assets and inventory.

– Review proper recording and maintenance of all assets inventory.

– Register and maintain the conference/meeting room booking and schedule assignments based on registration

– Prepare the conference and meeting room and ensure any issues are dealt with in a prompt and efficient manner

– Meeting rooms are safe, well-arranged, cleaned, and comfortable to use.

– Timely and effective facilitation provided to guests

– Staff tea /snacks booking forms are timely taken.

– Safe custody of WV Rwanda assets

– Assets tracking systems in place

– Disposal procedures are properly followed

– Updated assets register, and inventory is in place

– Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use before the meeting/conference

– Availability of office supplies and proper maintenance of equipment.

– Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use before the meeting/conference

– Availability of office supplies and proper maintenance of equipment.

– Ensure old office assets or equipment are disposed of in a timely manner.

– Coordinate and ensure the required supplies/stationery for the conference are in place and ready to use.

10%

Coordinate staff capacity building and supervision.

– Conduct training for drivers and other staff on driving safely

– Supervise head office drivers and facilities, and the inventory officer.

– Oversee performance agreements and conduct performance reviews for head office drivers, senior drivers, and facilities and inventory officer

– Ensure that staff under supervision fill the monthly LDR and complete all WV mandatory online trainings in time.

· Deserved and professional head office drivers

· Timely performance reviews to head office drivers, senior driver, and facilities and inventory officer

· Timely LDRs for drivers are filled every month, and mandatory online trainings are completed on time.

10%

Coordinate Admin-related Service Providers

· Monitor the end period of service providers’ contracts and ensure the renewal is done on time

· Support to review the quality-of-service delivery for admin-related vendors and provide feedback to the admin and logistics manager in a timely manner

· Satisfactory services rendered by the service providers (cleaning service, security guards, office repair, and maintenance).

· Good representation both internally and externally

· Good working environment with a clean compound, old flowers or trees are replaced, among others

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• Ability to communicate precisely and clearly both in written and verbal English

• Excellent organizational and multitasking abilities

• Strong problem-solving skills

• Ability to plan for and keep track of multiple projects and deadlines

• Able to work in a cross-cultural environment

• Demonstrate willingness to learn from others and work as an effective team member

• Ability to organise and provide trainings on fleet and logistics topics

Required Education,

training, license,

certification

· Bachelor’s degree in Logistics Management, Business Administration, Management, or related field

· Proficiency with computers, especially MS Office

· Five and above years of experience in fleet and admin, and service management

· In-depth understanding of logistics procedures and best practices

Preferred Knowledge

and Qualifications

· Good managerial skills

· Ability to drive all kinds of vehicles (automatic and manual motor vehicles)

· Valid driving license with 5 years of driving experience

· Basic Knowledge in vehicle mechanics.

· Good skills in Microsoft tools