Programme Operations Intern at Mary’s Meals International

Key responsibilities:

Programme Operations

• Maintain record of training of MMK drivers and riders in liaison with the Learning and Development Officer.
• Follow up on driving staff adherence after training on key processes and procedures.
• Track expiry of insurance covers and driving licenses and follow up on renewals.
• Support in issuance of vehicle keys, ID tags, and fuel cards and keeping updated records.
• Inspect MMK vehicle cleanliness before and after journeys and prepare reports.
• Maintain and update all fuel and maintenance transaction documents.
• Fill out insurance claim forms and follow-up on claims reporting.
• Analyze fuel transactions and repairs at least monthly.
• Coordinate requests for vehicle maintenance and preparation of job cards.
• Help in vehicle assignments/allocation to facilitate movement plans.
• Maintain database of contracts for all service providers in transport and related operation functions.
• Assist drivers in completing DVIRs.
• Liaise and coordinate with other departments on their transportation needs.
• Organize transportation for visitors, including transport to and from the airport, MM Offices, schools, etc.
• Track & schedule routine maintenance for vehicles per manufacturer guidelines.
• Support the inspection of vehicles post-service to ensure they have been serviced according to manufacturer’s recommendations.
• Inspect MMK vehicles to confirm that required documents e.g., insurance, COF, etc. are displayed appropriately and are retrievable.
• Assist in measuring the performance of various service providers. supervisor.
• Any other duties as may be assigned by the supervisor

Fleet Management and Compliance

• Learn, understand and apply MMI Fleet Manual, SOPs, and local driving laws in supporting compliance.
• Learn, understand and utilize FMS & GEOTAB software in supporting fleet operations.
• Utilize FMS reminders to share and schedule routine activities (e.g., vehicle service).
• Timely enter accurate data into the FMS as required by the Fleet Manual.
• Support in preparation of monthly reports and variance analysis on vehicle usage and fuel consumption.

Warehouse Management and Compliance

• Help in maintaining a clean, orderly and safe warehouse in line with MMK policies and procedures.
• Maintain detailed and accurate records of receipt, storage and timely dispatch of stocks to schools.
• Support in coordinating hired casual labour to carry out warehouse operations and review of invoices.
• Assist in monthly physical counts, reconciling of variances and updating of records.
• Support in receiving and dispatching of stocks based on approved plans and in compliance with SOPs.
• Collaborate with internal and external stakeholders to deliver coherent warehouse operations.

Other:

• Any other responsibility as assigned from time to time.

Essential qualifications, skills, and experience:

• Bachelor’s degree in Procurement and Logistics Management or Commerce, Business Management or Administration with an International Diploma in Logistics and Transport.
• A citizen of Kenya.
• A recent Graduate having graduated no earlier than 2021 from a recognized University.
• Strong commitment to Mary’s Meals vision, mission, and values.
• Practical knowledge of Microsoft Office, particularly Excel & Word
• Strong communication skills and cultural sensitivity with an ability to work well with a wide range of people.
• Excellent organizational skills with the ability to focus on and prioritize key tasks and effectively drive forward and implement agreed actions.
• Well-developed, interpersonal skills, with the ability to network widely, persuade and influence others.
• Ability to learn quickly and work independently, under pressure and meet deadlines.
• Ability to think critically, analyze complex information and supply practical and effective solutions.
• Highly resilient, self-reliant, motivated, and highly attentive to detail.
• Proactive, flexible and results-driven approach

Desirable qualifications, skills, and experience:

• Possessing a clean valid BCE driving license will be an advantage
• Previous experience in warehouse and logistics management role is a plus.