Programme Operations Officer at Mary’s Meals International

• We are delighted to be recruiting for a talented Programme Operations Officer (1 Post) to join our team in Lodwar, Turkana County in Kenya. This is a national-based role with Hybrid working arrangements.
• Reporting to the Programme Operations Lead, the Programme Operations Officer will be primarily responsible for ensuring that Mary’s Meals Kenya (MMK) fleet management policies and procedures are adhered to, serves as the primary point of contact for all our fleet related issues within the organization and manages a team of dedicated drivers. In the role, the Programme Operations Officer will oversee the daily operations of vehicles, including scheduling of MMK fleet and services, ordering fuel, management of equipment (fuel cards, keys, safety gear, etc.), reporting accidents and filing claims, manage key suppliers in the transport and operations function and providing capacity building and training to all relevant employees.
• The Programmes Operations Officer will implement daily effective and efficient warehouse operations to maintain high standards in conformity with MMK warehouse policies and procedures. The Programmes Operations Officer will be responsible for receiving, storage, despatching, security and control of MMK warehouse stocks and supervising contingent workers.

Key duties & responsibilities for the role include:
Operations

• Provide or coordinate training to those using MMK vehicles and motorbikes, orienting drivers on responsible vehicle handling and usage skills.
• Enforce the use of the MMI Fleet Manual, SOPs, and local driving laws.
• Train driving staff on key vehicle processes and procedures. Test drivers and authorize the usage of vehicles.
• Control vehicle keys, ID tags, and fuel cards.
• Ensure that all vehicles are clean always inspecting them before and after journeys and ensuring drivers and riders complete DVIRs as required.
• Ensure all fuel and maintenance transactions are traceable and documented.
• Report all vehicle related accidents per MM Accident Reporting SOP. Prepare claim forms for insurer and follow-up on claims reporting.
• Prepare fuel orders and reconcile all fuel transactions at least monthly.
• Approve maintenance requests and prepare job cards.
• Update and manage vehicle assignments/allocation.
• Manage contracts for all service providers in transport and related operation functions.
• Continuously liaise with other departments on their transportation needs.
• Organize transportation for all visitors, including transport to and from the airport, MM Offices, schools, etc.
• Schedule routine maintenance for vehicles per manufacturer guidelines and responding promptly to urgent maintenance requests by staff.
• Inspect all vehicles post-service to ensure they have been serviced according to manufacturer’s recommendations.
• Ensure required documents (e.g., insurance, COF, etc.) are displayed appropriately on all vehicles, and are retrievable by the driver/MMK.

Fleet Management and Compliance

• Oversee the correct installation of Fleet Management System (FMS) hardware and setup.
• Perform routine checks on the FMS ensuring optimal functionality. Work with service provider to carry out repairs.
• Prepare and maintain detailed tracking and usage reports of the MMK fleet.
• Set-up/manage vehicle alerts (e.g., overspeed) and report information.
• Investigate all vehicle alerts in-line with MM policies.
• Add/remove vehicle and driver data as required ensuring FMS is updated.
• Utilize FMS reminders to schedule routine activities (e.g. vehicle service)
• Timely enter accurate data into the FMS as required by the Fleet Manual
• Review and correct exceptions reports, investigating all abnormal fleet data.
• Use FMS data to recommend strategic decisions (e.g. vehicle disposal).
• Prepare monthly reports on vehicle usage, fuel consumption for each vehicle and mechanical equipment, investigating and providing variance explanations.
• Compile compliance report on vehicles such as insurance, registration and driving licence validity for users.
• Highlight, manage and timely escalation of all matters relating to security, risk, and optimal performance.

Warehouse Management and Compliance

• Organize and maintain warehouse with an emphasis on cleanliness, orderliness, and food safety in line with MM policies and procedures.
• Maintain detailed and accurate records of receipt, storage, and timely dispatch of stocks to schools.
• Effectively manage and coordinate hired casual labour to carry out warehouse operations.
• Supervise receiving and despatching of stocks based on approved plans and timely communication with relevant stakeholders.
• Identify, document and report to supervisor and suppliers on stocks that do not meet MMK contractual KPI’s and health regulatory specifications using a scorecard and work with suppliers to correct the issues.
• Foster optimal use of floor space and storage area adhering to storage design principles and recommending improvements.
• Maintain the external cleanliness and undertake fumigation of warehouse and its environs, when required, in line with MMI warehouse SOP’s.
• Ensure security of the warehouse, its stocks, and the safety of warehouse records
• Conduct monthly physical counts, reconcile variances, update records, and prepare warehouse status and projection reports.
• Identify areas of improvement and institute innovative procedures and practices.
• Review warehouse space availability periodically and ensure cost-efficiency.
• Collaborate with internal and external stakeholders to deliver coherent warehouse operations.

Other

• Coordinate responses to external audits conducted by MMI Risk & Assurance.
• Any other duty as assigned from time to time.
• The role will require to travel to locations in which Mary’s Meals programmes operate.

Qualifications, skills, and experience
Essential

• A Bachelor’s degree in transport, logistic or operations management or related field.
• At least five years’ experience working in a similar role.
• Expertise in managing fleet operations that include contracted suppliers.
• Advanced and well-developed inter-personal skills, with solid track record in persuading and influencing others.
• Proven ability in warehouse operations and policies, stock control methods and systems, and safety and health guidelines.
• Growth mindset and enthusiasm for learning, feedback and continuous improvement.
• Advanced and well-developed inter-personal skills, with solid track record in persuading and influencing others and ability to communicate well across all levels.
• Track record demonstrating high integrity, reliability and dependability.
• Possess a flexible approach to managing and prioritising a high workload and multiple tasks in a fast-paced environment with tight deadlines.
• Able to work well with people of different cultures and nationalities.
• Familiarity with using fleet and warehouse management systems, including proficiency in MS Office suite.
• Background or basic understanding of vehicle mechanics, 4x4s, and motorbikes.
• Valid driving license with class A, B, C and E
• Must be a Kenya citizen with a current Certificate of Police clearance.

Desirable

• Understanding of the principles of international development.
• Understanding of the place of school feeding in relief and development.
• Training in defensive driving from a recognized institution.