Administration Fleet Officer at World Vision Kenya

Key Responsibilities

Administrative Duties

• Tag, code, and organize loan forms for accurate tracking and filing.
• Retrieve loan forms promptly upon request and maintain systematic archives.
• Track reports and highlight trends or recurring issues for timely resolution.
• Receive, inspect, and record incoming parcels and office items.
• Share checklists with branches for asset and loan form updates and follow up on submissions.
• Oversee printer maintenance and coordinate toner supply across branches.
• Serve as OSH (Occupational Safety and Health) Champion for assigned branches.

Fleet & Asset Support Duties

• Assist in coordinating vehicle use, routine servicing, and maintenance.
• Ensure proper record-keeping for fleet and office assets.
• Support field offices with administrative and asset/fleet-related tasks as needed.
• Monitor and report on asset and fleet conditions for timely repairs or replacements.

Daily, Weekly & Monthly Tasks

Daily: Tag and code loan forms, retrieve requested forms, transfer items from reception, track administrative reports, and support day-to-day fleet/asset needs.
Weekly: Dispatch parcels to field offices, inspect delivered items, archive loan forms, and ensure maintenance of office assets.
Monthly: Share checklists with branches, follow up on pending loan forms, inspect key assets for repair or replacement, provide field support, and coordinate printer/asset updates.

Skills & Competencies

• Strong organizational and record-keeping skills.
• Ability to manage administrative, registry, and support functions effectively.
• Excellent communication and coordination abilities.
• Attention to detail in coding, archiving, and reporting.
• Proactive problem-solving and time management skills.
• Awareness of Occupational Safety and Health standards.

Qualifications

• Diploma or degree in Business Administration, Records Management, Logistics, or related field.
• Minimum 2–3 years’ experience in administration, registry, office support, or fleet coordination.
• Valid driving license with a clean driving record and practical driving experience.
• Ability to drive both manual and automatic vehicles is required.
• Knowledge of basic vehicle maintenance and road safety regulations is mandatory.
• Proficiency in Microsoft Office applications and basic record-keeping systems.