Fleet and Liaison Officer at Plan International

ABOUT THE ROLE

This role will provide professional services as follows: -

Fleet - deliver fleet clerical and management services that expedite, maintain and support motor vehicle and motorcycles operations services to staff to ensure, efficiency and excellent customer service.

Liaison – Act as Protocol officer, liaising with various Government departments and agencies (Immigration, KRA Customs, NGO Board, NTSA and others) to process various permits and documents (work permits, special passes and visas, dependant passes, student passes, Alien cards, passports, vehicle Logbooks, filming permits) to support Plan International activities.
As Senior Driver, offer supervision to drivers and perform selected transportation services in a safe, courteous and timely manner.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Fleet Management (35%)

• Prepare monthly Plan International Kenya fleet Tracking report
• Manage Plan International Kenya Fuel extranet system login and prepare monthly tracking reports
• Perform Countrywide Motor vehicles / motorcycle fleet tracking devices installations & maintenance
• Oversee countrywide motor vehicles / motorcycle security gadgets (multiblock, car identity and alarms) installations and maintenance.
• Organise countrywide motor vehicles / motorcycle branding with the input of the communications department.
• Review, analyse and extract transport information, advise management through supervisor
• Filing of all travel control sheets log sheet for all KCO Motor vehicle travels.
• With the input of the team, support to monitor and ensure timely and adequate insurance cover acquisitions and renewals for Plan International Kenya Motor vehicles and motorcycles
• In the event of vehicles and motorcycles accidents, promptly inform the insurance service provider, complete accident claims and follow-up on repairs.
• In collaboration with SCM, raise purchase requisitions for acquiring new motor vehicles and motorcycles, receive new motor vehicles and motorcycles on delivery, organise for primary delivery inspection (PDI) by the dealers, organise and follow-up on registration with NTSA and manage despatch to the various Plan International Kenya Office sites.
• Undertake motor vehicles and motorcycles disposal analysis, preparations of business case and advice.
• Manage the NTSA online platform login on behalf of Plan International Kenya for motor vehicles and motorcycles registration, process replacements lost logbooks and misplaced or faded motor vehicles and motorcycles number plates 
• Organise and manage motor vehicles and motorcycles inspections with the NTSA, for both regular and accident cases.
• Manage fuelling cards requests and issuing to drivers; and support the rectification of any reported card faults or malfunction for countrywide motor vehicles.
• Login, Run and Manage the Total extra net online Fuelling system for motor vehicles and motorcycles and monitor fuel voucher accuracy and prepare country wide Fuel payments and report on any discrepancies.
• Maintain motor vehicles and Motorcycles Logbooks records and custody with the advice of SCM
• Maintain records and custody of motor vehicles spare keys in consultation with SCM
• Manage and advice motor vehicles annual interior cleaning and vehicle buffing logistics to maintain organisation branding and colours
• Receive alerts of motor vehicles and motorcycles policy violations from the automated tracking system installed in motor vehicles and motorcycles, analyse the alert and prepare action reports for management,
• Monitor and report on motor vehicles and motorcycles violations services compliance in accordance with transport policies and other corporate policies, and report for action.
• Ensure that motor vehicles and motorcycles are serviceable and in good condition by providing third opinion as needed.
• Analyse and advice of countrywide motor vehicle and motorcycles repair quotations and advice on value for money (VFM)
• Prepare purchase requisitions (PRs) on SAP for KCO Motor vehicle repair and maintenance services

 Immigration processes / NGO Board / Work permits / Visas / Special & Dependants passes /Passports services support (30%)

• Build and maintain cordial relationship with various Government department by upholding Plan values and behaviours and negotiating and influencing whenever there are challenges and difficulties.
• Manage Kenya immigration electronic Foreign Nationals Services (eFNS) portal account on behalf of Plan International Kenya
• Manage various NGO Board applications for work permits, special pass and appeals, defence and follow-up where the applications are rejected.
• Work with HR, RESA Hub Executive Assistant and Director of Operations to maintain and ensure an accurate electronic database of International staff information on eFNS;
• update the filling system containing relevant information relating to work permits, special passes and visas etc for information quick retrieval and management 
• Prepare, dispatch and follow up on work permits for Plan International Kenya expatriates staff. 
• Advice International staff on the privileges and immunities as per the provisions of the Host country agreement to facilitate tax exemptions for personal vehicles, personal items etc
• Prepare, dispatch and follow-ups on Special passes, dependant passes, student passes and Alien cards for Plan International Kenya expatriates’ staff
• Assist Plan International Kenya staff and beneficiaries on acquiring Passports while assigned on official travel duties.
• Prepare, dispatch and follow up on International staff visa processes.
• Application, Dispatch, handling and follow up on visa issues and processes for various embassies.
• Regular direct consultations and feedback to HR, RESA Hub Executive Assistant and the Director of Operations on the status of various immigration department and NGO Board permits and other documents applications.
• Report on all challenges and issues pertaining to the immigration department and NGO Board permits and other documents applications for management resolution.

Transport duties (20%)

• Provide direct driving logistics for the Country Director (CD), RESA Hub senior managers and other Plan International Kenya senior managers and staff
• Provide driving logistic support for VIPs and international visitors
• Dispatch of office correspondences, letters and packages including sensitive ones.
• Office errands run efficiently and timely 

Supervision duties (5%)

• Day to day supervision of the Kenya CO Drivers
• Objectives setting, appraisals and timesheet processing for the Kenya CO Drivers

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understands and puts into practice the responsibilities under Safeguarding and Gender Equality and Inclusion policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.  

 Other duties (5%)

• Any other duties as assigned by the line manager but not limited to;
• Provide facilitation support on Banking as a bank agent for Plan International Kenya and the RESA hub.
• Advise and compile performance reports for backup power Generators countrywide.
• Assist in Office opening and closing
• Facilitate new international staff upon posting and arrival in Kenya to settle in by advising them on various regulatory issues such as personal vehicles shipping and customs clearance and various registration requirements etc
• Facilitate obtaining filming permits for International filming crews from Kenya Film Corporation