Senior Fleet Officer at The Center for International Health, Education and Biosecurity (CIHEB)

OVERALL JOB FUNCTION

The Senior Fleet Officer is responsible for supporting fleet management across the country through the regional fleet officers to ensure timely and accurate services and maintenance for vehicles, motorcycles, boats, etc. This role involves overseeing fuel and maintenance records, ensuring compliance with procedures, conducting routine checks, and providing recommendations for enhancing fleet efficiency. Additionally, the Senior Fleet Officer will monitor fleet movements through tracking systems, address anomalies, and report incidents or accidents as necessary.

DUTIES AND RESPONSIBILITIES:

• Manage fleet activities, including fueling, servicing, and maintenance through review of approved travel schedules and trip sheets weekly to ensure efficient use of fleet.
• Review and approve fuel reports received from the regional fleet officer by the 5th of each month and address any discrepancies as well as sign off on fuel vouchers.
• Coordinate service and repair schedules to ensure compliance with maintenance requirements.
• Responsible for processing fleet maintenance documents, including service records and repair invoices for all regions and submission to the Operations Director for monthly approval.
• Inspect vehicle logbooks and perform physical checks on motorcycles for damage at the beginning of the project and subsequently conduct this exercise periodically (Monthly) and generate a comprehensive actionable report.
• Ensure adherence to safety regulations and procedures within the fleet department and ensure all drivers undergo the basic training and are certified, as well as conduct regular checks using the approved CIHEB Kenya vehicle SOP check list
• Conduct routine analysis and spot checks to identify efficiency opportunities and provide recommendations.
• Monitor fleet tracking systems to track movement, speed, location, and driving behavior and flag any anomaly for discussion with the relevant project driver and escalation to the Operations Director immediately.
• Respond to alerts from the fleet tracking system regarding anomalies such as over speeding or movement outside designated boundaries and escalate to the supervisor as appropriate.
• Address all fleet-related issues, including incidents or accidents, and report them to the Operations Director
• coordinate with the regional fleet officers and the service provider to ensure timely repairs and replacement of vehicles where applicable.
• Flexibly undertake any additional tasks or duties as assigned by the supervisor.

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s degree in business administration, Logistics, Supply Chain Management, Transport Management, or a related field.
• Professional Certifications: Possession of a professional certification in fleet management, logistics, or supply chain (e.g., Certified Fleet Manager, Certified Supply Chain Professional) is highly desirable.
• Mechanical Knowledge: Solid understanding of vehicle mechanics or technical training in auto-mechanics is an added advantage.
• Driving License: A current and valid Class A, A2, B, or D driving license is required.
• Minimum of 3 years of relevant experience in fleet management, logistics, or a related field.
• Experience in managing a diverse fleet, including vehicles, motorcycles, and boats.
• Prior experience working in humanitarian, health, or development projects within Kenya or similar contexts is an advantage.

OTHER REQUIREMENTS

• Languages: Fluency in English and Kiswahili is mandatory.
• Technical Skills: Proficiency in computer skills, particularly in MS Office (including Excel), and experience with fleet management software.
• Safety and Security Knowledge: High level of knowledge regarding safety and security protocols relevant to fleet operations.
• Analytical Skills: Strong analytical skills, with the ability to perform data analysis using Excel or other tools.
• Communication Skills: Excellent communication and interpersonal skills to effectively coordinate with team members and external partners.
• Leadership and Management: Demonstrated experience in leading a team, with strong organizational and multitasking abilities.
• Problem-Solving: Ability to troubleshoot fleet-related issues and provide timely solutions.