Main purpose of job:
The job holder’s main focus will be support the Transport Manager in coordinating excellent service delivery in the Transport, and Reception sections, maintaining the highest level of customer satisfaction. The job holder will also be responsible for maintaining the department’s operational cost data.
Roles & Responsibilities;
- Deputise for the Transport Manager in respect of transport and fuel management, ensuring that vehicles are insured, assets are managed correctly, vehicles are driven safely, damage is investigated, and on-board vehicle equipment is serviceable and properly accounted for. In addition liaise with Security personnel in respect to vehicle movements and security equipment, etc.
- Supervise and motivate the Transport Planner, Drivers, Receptionist and Mail Room staff with integrity and foresight, and in accordance with HR procedures and policies, ensuring that they maintain the highest standards of accountability and professionalism.
- Actively oversee use of authorised taxis to ensure accuracy of billing, quality of service, integrity of taxi bookings and value for money.
- Coordinate any authorised weekend vehicle hire bookings, ensuring a full handover/takeover procedure is carried out, subsequently reporting accidents and damage to the Transport Manager, and that hire fees are properly accounted for. Carry out random mileage checks in between bookings and report potential misuse as above.
- Monitor usage of official vehicles, ensuring log books are accurately recorded and vehicle handover procedures are strictly adhered to.
- Be response for procurement of fuel, oils and spare parts and maintain accurate and real-time usage/consumption records.
- Oversee the Transport Section’s budget in accordance with accounting regulations and authorised spend limits.
- Supervise and motivate the Messengers ensuring that the mail services and mail room operations run smoothly, in accordance with both contract key performance indicators and security regulations.
- Manage the maintenance of accurate filing systems, with documented and supported records of actions for audit purposes.
- Contribute to and collate regular Transport reports for the mission’s management team.
- Act as a champion on driver overtime, ensuring that any spend is properly authorised, accounting papers are submitted in a timely fashion, overtime hours are equally distributed among the team, and any areas of concern are immediately reported to the Transport Manager
- Coordinating annual vehicle insurance renewals for all BHC vehicles and liaising with approved insurance brokers in respect of claims.
- Administer issued fuel cards and monitor fuel card usage.
- Manage and analyse customer feedback reports and liaise closely with the Transport Manager to take any remedial recommendations forward.
- Play a key and active role in the implementation of the Transport Policy review processes
- Any other duties that might be assigned by the Transport Manager.
Resources managed (staff and expenditure):
Staff: One Receptionist, two Messengers, one Transport Planner, 18 Drivers & two Mechanics
Essential qualifications, skills and experience
- A degree in any business related field with minimum 3 years of relevant experience
- The ability to synthesize and analyse complex information
- Ability to make clear, informed decisions and a proven record of showing initiative
- Have previous first-hand experience of managing a transport fleet or large team in a busy environment.
- Possess good planning and reporting skills
- Have excellent IT skills
- Possess good oral and written communication skills
- Ability to display close attention to detail
- Evidence of very good customer service skills including an ability to handle difficult customers while working under pressure.
Required competencies
Making Effective Decisions, Leading and Communicating, Collaborating and Partnering, Delivering at Pace
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The post Foreign and Commonwealth Office Job Vacancy : Deputy Transport Manager is republished from Jobs – Jobs in Kenya – http://jobwebkenya.com/
