Programme Operations Officer at Mary’s Meals International

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.

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.