Job Opportunities at Modern Coast Express

Reporting: Tracking Manager

Job Description

Monitoring of trucks and buses 24hours locations by GPS system and responding to customer (Company) request through email and Phone.

Qualifications

• At least 1 year experience in a tracking role
• Ability to Co-ordinating and responding to emergency situations
• Efficiency in reporting observations
• Bachelor’s Degree/Diploma in Information Technology or related course
• 1 year experience in working in a tracking office.
• Understand systems used to track vehicles
• Understand the level of reporting in case of an emergency
• Understand company policies to be followed by drivers
• Tracking of truck/bus locations by GPS system.
• Monitoring truck/bus driver performance.
• Reporting of any event and follow up with drivers
• Microsoft office
• Computer basic skills
• People management
• Analytical
•  Attention to detail
• Time management
• Communication
•  Flexibility
• At least 1 year experience in busy tracking office
•  Excellent IT skills.
• Excellent communication & Analytical skills.

Duties and responsibilities

• Ensure tracking of truck locations by GPS system on route as scheduled.
• Identifying on-road exceptions and taking immediate remedial action (communicating to drivers on route).
• Ensure 24hr shift work.

Typical Tasks (indicative but not exhaustive)

• Monitor vehicles
• Update on truck position
• Report on any discrepancies on the system
• Respond to call request

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Reporting: Head of Finance

Job Description

In charge of a Business unit ensuring all postings are done correctly, in full and on a timely basis. As well as be aware of all financial transactions in relation to the business unit. Also to ensure that the business unit is tax compliant.

Qualifications

• CPA or ACCA, an MBA in Finance or Business Administration would be preferred.
• 5 years of overall experience in accounting with last 3 years or more as a team leader of more than 10 employees.
• Preferably in transport and logistics industry. Should have worked on SAP or any ERP.
•  Should understand company laws, taxation rules of EA Region , all Statutory requirements-NSSF,NHIF, VAT,WHT, PAYE, Training levy
• Able to review data and report on the same.
• Preparation of budgets
• Aiding in strategic planning
• Manage relationship with Auditors
•  Analyze and understand data entry and reconcile control accounts.
• Understanding Cost Control
• Computations and reference of Quick Ratio, Gross profit, Net Profit, EBITDA,
• Strong understanding of regional tax regulations and statutory matters
• Understand numbers and analyze them
• Proficient with MS Office- Word and excel tools
•  Updated with latest ERP
• Ability to create and enhance systems / processes
• Punctual, diligent and meticulous with close attention to detail
• Negotiation and PR
• People Management
• Planning & Execution
• Delegation & Control
• Honesty and discretion
• Strong understanding of regional tax regulations and audit matters

Duties and responsibilities

• Verify and understand debit & credit entries posted by the accounts clerks.
• Reconcile & ensure that banking for each branch in their unit has been done on a daily basis.
• Reconcile daily sales of each branch with TMS report.
• Check that invoices raised to corporate clients from the courier system have been posted accurately in the accounting package.
• Ensure that the daily branch expenses incurred are as per the control sheet.
• Ensure the bank reconciliations are finalized by 5th of the following month.
• Monitor all Balance Sheet reconciliations, ensuring completion and adequate record keeping by all key members reporting to the Management accountant.
• Ensure all intercompany accounts are balanced monthly and signed off.
• Ensure all debit /credit postings to the nominal ledgers are accurate.
• Generate cost reports each month analyzing the profitability of the business unit.
• Prepare the file for annual statutory audit.
• Generate monthly management accounts for submission to business unit head & MD by 15th of every month.
• Check the dispatch schedule for trucks with invoices generated.
• Being self-updated with the happenings of the business unit on all financial aspects.
• Ensure that all calculations and assumptions are linked to supporting workings and appropriate sources of information.
• Maintain and enforce credit control across debtors and creditor balances.

Typical Tasks (indicative but not exhaustive)

• Give information to Business unit heads as per request.
• Liaise with the Auditors and ensure all documents are presented as required.
• Check sales submitted on the VAT return with TMS report.
• Confirm that accounts clerks have posted previous day sales, expenses & banking.
• Report any discrepancies to Head of Finance
• Alert Business Unit heads /HR of any delayed banking
• Daily banking reconciliations
• Generate the staff advance report by 21st of each month to be handed over to HR for payroll processing

Typical Goals (Write SMART Goals, TOP 5)

• To submit required reports on specified timelines ( as per specific goal sheet )
• To ensure all Bank accounts are reconciled within 5 days after month end.
• Ensure the Audit is finalized within 3 months of the fiscal year end.
• Ensure compliance for all statutory requirements in our countries of operation.
• 100% accuracy on all debit / credit postings in the ledgers

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Reporting: HR Manager

Job Description

Provide general day-to-day HR support across the business. in relation to all HR, Employee Benefits, Training and Development and other administration duties

Qualifications

• HR Degree
• A member of IHRM:
• BCOM –HR Degree
• At least three years’ experience of working in a generalist HR environment, to include administration of statutory payments
• Experience of supporting managers across a variety of departments at different levels in all aspects of HR
• Employment act Kenya
• Labor Laws
• Taxation rules
• Statutory rules and timelines
• Knowledge of HR functions (pay & benefits, recruitment, training & development etc.)
• HR Communication- writing letters for records
• Understanding of WIBA and Health Insurance policies
• Ability to manage and investigate disciplinary cases as per law
• Data compiling and analysis
• Microsoft Office tools- word, excel and ppt
• Ability to work on HR Software
• People Management
• Communication skills
• Outstanding organizational and time-management abilities
• Excellent communication and interpersonal skills
• Problem-solving and decision-making aptitude
• Proven experience as HR officer, administrator or generalist role for more than one year
• Knowledge on HR functions (pay & benefits, recruitment, training & development )
• Understanding of labor laws and disciplinary procedures

Duties and responsibilities

• Resolve employee grievances as per agreed SLA`s
• Monitor attendance at branch level and give attendance reports to HOD`s, Director and MD.
• Be actively involved in recruitment by preparing job adverts posting ads, calling shortlisted candidates for scheduling of interviews
• Create and implement effective onboarding plans for all new joiners in their specific regions.
• Maintain employee records according to policy and legal requirements
• Oversee employee recognition for respective branches
• Be employee cheerleader and help to create a fun and engaging employee environment.
• Support payroll processing process by giving input on a monthly basis for their regions
• Organize for trainings as per the HOD`s approved requests for training
• Support the management of the staff medical documentation, by keeping staff updated on changes and providing updated records (withdrawals, inclusions, transfers etc.).

Typical Tasks (indicative but not exhaustive)

• Sit/Chair disciplinary hearings, document the minutes and prepare letters as per the locals rules
• Letter Administration as per company template- appointment letters, warning, and transfer and promotion letters.
• Printing and issuing of pay slips, doing exit interviews, leave management, administer employee surveys.
• Updating personal files to ensure all records are maintained, retrieve such information as and when needed
• Maintain the database of all interviewed candidates for future reference
• Data entry into the HR software to maintain the employee records online
• Interview candidates for the specific roles, update their Job Descriptions.
• Taking new employees through induction and onboarding program
• Collecting and tabulating data on PMS system (Goal Sheets)
• Support all new joiners through the Employee orientation process

Typical Goals (Top 5)

• 100% resolution of customers queries based in Msa yard
• Timely payment of all statutory payments
• Accurate file opening for all staff
• Accurate HR monthly reports
• Monthly recognition of staff per department

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Location: This role will be based in Nairobi, with respect to needs requirements in our various offices country-wide.

Reporting:Managing Director

Job Description

To head and control the bus operations division of the company to increase outreach, maintain and grow route profitability, while keeping the costs in control in a consistent and effective manner providing a fruitful association to customers and employees.

Qualifications

• Bachelors in Business Administration. Finance and Accounting knowledge would be preferred.
• Relevant Previous Experience:
• 7 years’ experience in managing fleet of 50 Vehicles, with last 3 years in a managerial capacity in a busy environment
• Business Understanding:
• Should understand
• Public transportation operations, NTSA Rules, Traffic Act laws and statutory requirements for operating PSV vehicles in East and Central Africa.
•  Financial management and budgeting, customer centric approach
• General maintenance of vehicles and operational costs
• Managing big teams- up to 100 staff, both skilled and unskilled labor
•  Cross border regulations and requirements on movement of passengers and cargo
• Optimum resource utilization
• Analysis of financial and bus operations data and reports for decision making.
•  Market trend and customer behavior trend understanding
• Proficient with MS Office- Word and excel tools
• Language proficiency English and Kiswahili
•  Understand numbers and analyze them
• Transport software knowledge
• People Management
• Planning & Execution
• Delegation & Control
• Risk Management
• Negotiation
• Sales & Marketing Skills
• Have a degree in business management or any other related field
•  Should have had atleast 3 years of supervisory experience in a busy logistics company
• Handled a team of more than 100 people
• Computer literate, good understanding of MS Office and Excel

Duties and responsibilities

• Booking Office Related:
  • Ensure all branch staff members are well trained to perform their duties, look, feel and service at all branch offices is standardized
  • Ensure all business permits and licenses renewals are timely done
  • Ensure all office operations are as per company guidelines
  • Come up with sales target and push branches to deliver them
  • Ensure all branches are adequately staffed with proper roasters
  • Control branch sales and expenses, ensure profitability
  • Ensure customers service standards are maintained- we deliver the promise
• Crew Related:
  • Ensure all crew are trained on health and safety while at work, and attend the required refresher courses quarterly
  • All crew to have first aid certificate in emergency aid and basic fire training annually
  • Ensure all crew members have the required documentation i.e. valid driver’s licenses, psv and good conduct
• Operations Related:
  • Develop the Bus Operations budget; monitor and control expenditures
  • Identify new markets for providing contract buses and any other transport deliverable (NGO , Corporates, Schools)
  • Identify and take corrective measures for bottlenecks setting back the team on reaching goals
  • Develop and supervise methods for dispatching vehicles as per the schedule and operators in such a way as to maximize cost-effectiveness and system productivity
• Routinely gathering, tabulating, and analyzing transit data
• Ensure all vehicles are operating with the required legal documents (Insurance, Inspection, TLB, Speed Governor)
• Projection and forecasting for all peak season in co-ordination with workshop and booking offices
• Ensure customer care handles all customer queries within 24 hours and directing investigations to verify and resolve customer complaints in and effective and satisfactory manner
• Ensure all Branches offices, vehicles are branded according to company branding guidelines
• Report on market and competitor activities and provide relevant reports on the trends and information for decision making. Develop delivery strategies to counter competition
• Interviewing, selecting, coaching, training, managing, and appraising the performance of bus operations personnel.
• Working closely with the maintenance/workshop department on bus operations related matters, ensuring off road days for vehicles is at minimum at all times. Controlling breakdown and keeping it low as per target
• Team Related:
• Set goals for team on time, aligned to business objectives
• Provide on the job mentoring and
• Identify training programs & developmental interventions to enable higher performance.
• Conduct regular performance reviews and give timely feedback.
• Connect and engage with team for higher motivation and retention.
• Discuss career aspirations and provide opportunities for growth.
• Ensure adequate staffing of team w.r.t. numbers and competence.

Typical Tasks (indicative but not exhaustive)

• Booking Office Related:
• Constant communication withregional managers to check on daily operations
• Devise, monitor and review sales target and incentives for branch staff
• Evaluate the customer complaints, devise methods to control complaints, work on process enhancements and communicate effectively to all stakeholders, including the customer service team
• Monitor and report, previous days sales and expenses from the system
• Approve any required expenses which need approval from HQ
• Ensure all booking offices have functional computers and comfortable lounges
• Analyze and submit reports with suggestions on improvement on weekly basis
• Daily camera viewing to randomly check on branch offices
• Crew Related:
• Check tracking reports on over speeding and driver operations matters
• Monitor Occurrence book and keep track on accident and incidents reports and monitoring – Identify causes and have controls in place to minimize and avoid at any cost
• Setting goals, performance reviews and mentoring conversations with the team discussing their progress
• Check & monitor the crew members working hours and off days
• Check driver scheduling data to for efficient scheduling of drivers and conductors
• Regular meeting with the crew to understand their challenges and help mitigate them
• Operations Related:
• Engage in customer retention program by monitoring travel card holders usage and enrollment
• Plan and devise customer sourcing strategies for business development to increase the customer base for the courier division
• Attending daily, weekly and monthly meeting with various departments to check on progress, bottle necks and mitigation measures
• Bus status updates of no of buses scheduled over no of buses off rotation
• Interdepartmental meeting for flow of information for smooth operations, to touch base on progress and discuss challenges
• Present to MD every month, the business review of courier division to discuss challenges, potential opportunities and or concerns for effective planning and growth of courier division