The Fleet Management Assistant is a member of the Finance and Operations unit of USAID LPHS-TB Activity charged with management, inventory, control and insurance of the project fleet. Functionally, he will be a member of the fleet team within the operations section of the Finance and Administration Department

Key Responsibilities

• Follow up of approvals and LPOs for fleet related works in procurement and finance
• Generate weekly and monthly fleet operational reports to be shared with the Project Administrator and Finance and Operations Manager
• Enter data for works, tyre dressing and repairs of vehicles and ensure records are filled for Traceability purposes
• Ensure all invoices tally with information on purchase order and quotation before payments are processed
• Ensure fuel accountabilities received from project fleet and car hires engaged by the project are checked, verified and recorded in the book ready to be reviewed by the Project Administrator
• Review fuel tracker mileage reports to ensure proper fuel usage and driver behaviour is maintained
• Detect and solve the fuel accountability queries with the initiator (Transport Assistants/Finance and admin assistant), Card statement Reading/ Balances Vs. the Actual usage
• Ensure safety standards and procedures are adhered to by both staff and Transport Assistants, checks that safety equipment is installed in each LPHS-TB Activity vehicles
• Coordinate all key training for the fleet team especially safety, repair techniques and defensive driving
• Ensure all information regarding vehicle works is stored and ready for retrieval at any time of need.
• Supervise the dispatch of drivers, co-ordinate their movements, schedule on rotational system, advise on security, particularities and anomalies on the routing, 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 paper work for transport and delivery of goods are filled.
• Ensure Itinerary and booking for staff/partners’ movements on domestic trips are followed as per the plan
• Carryout Inspection of all hired and LPHS-TB project vehicles, ensure hey are in good serviceable and mechanical fitness condition.
• Assist in following up vehicle service and works with the prequalified garages

Person Specification

• A relevant degree or one in business administration, logistics management, finance
• Accounting knowledge will be an added advantage
• Minimum of 3 to 5 years’ experience
• A self-starter with leadership, supervisory and negotiation skills
• Possession of a driving permit and able to drive key classes
• Knowledge in basic mechanics is an added advantage
• Notable record keeping for key fleet tasks
• Experience in vehicle assessment
• Computer skills and knowledge of MS Word, Excel and PowerPoint
• Knowledge in report writing skills and ability to interact with all levels of management
• Self-motivated, innovative and capable of meeting declines.