Manager, Transportation and Fleet Management (GMG/SEG 1)

JOB PURPOSE

Under the direction of the Civil Works Engineer (SOG/ST 8), the Manager, Transportation and Fleet Management (GMG/SEG 1), is responsible for ensuring the efficient and effective functioning of the Transport and Fleet Management Section, by managing and controlling the Ministry’s Fleet of Motor Vehicles and establishing and maintaining a programme for the maintenance and repair of these vehicles and their accessories. The incumbent is also responsible for ensuring that the Inventory and Procurement of Motor vehicles and Mechanical equipment are managed in accordance with the Government of Jamaica Service and Procurement Guidelines. 

KEY OUTPUTS

• Vehicle maintenance programme established 
• Maintenance schedules; procedures and standards designed and reviewed
• Motor Vehicle fleet managed and controlled 
• Motor Vehicle fleet system developed and managed 
• Reports prepared and submitted 
• Budget prepared and expenditure monitored 
• Work plan developed 
• Records prepared and maintained 
• Accidents reported 
• Staff evaluated and monitored 
• Staff needs identified and addressed 

KEY RESPONSIBILITIES

Management/Administrative Responsibilities 

• Supervises the preparation of repairs and service records for road worthy vehicles
• Attends meetings, seminars and conferences on behalf of the Ministry
• Monitors funds allocated to the Unit by approving expenditure and ensuring that expenditure conforms to budgetary parameters 
• Reports all accidents and take all necessary follow-up action 
• Writes letters, minutes and reports on various activities within the Unit
• Replies to queries from private and public agencies concerning farm machinery and equipment and the Ministry’s fleet of vehicles for vetting by the Manager
• Prepares and submits periodic reports on the operational efficiency of each vehicle on the prescribed form 
• Keeps the Manager informed of the progress of various activities and major problems of the Unit 

Technical/Professional Responsibilities 

• Establishes and maintains a programme for the maintenance and repairs of the Ministry’s vehicles and accessories 
• Determines priorities and sets targets within parameters of the divisional objectives
• Designs and reviews in collaboration with the Manager and other senior members of staff, schedules, procedures, repairs and maintenance standards
• Conducts periodic reviews of schedules and makes spot checks to ensure that priorities and targets are being met and repairs and maintenance standards are being adhered to
• Manages and controls the Ministry’s fleet of motor vehicles 
• Ensures currency of motor vehicles licences and certificates of fitness
• Keeps inventory records up-to-date 
• Ensures periodic maintenance is carried out 
• Ensures speedometer is functional and promptly repaired if defective
• Conducts regular checks of the log book, gas/gas oil records and stock balances
• Schedules vehicle movements to economise on fuel consumption 
• Checks time sheet to ensure proper vehicle handing-over procedures are observed
• Responds to request/complaints on transportation issues and ensures they are resolved/addressed 

Human Resources Responsibilities 

• Monitors and evaluates the performance of direct reports, prepares performance appraisals and recommend and/or initiates corrective action where necessary to improve performance and/or attaining established personal and/or organisational goals. 
• Participates in the recruitment of staff for the Division/Unit and recommends transfer, promotion, termination and leave in accordance with established human resource policies and procedures. 
• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, mentoring and coaching. 
• Ensures the welfare and developmental needs of staff in the Division/Unit are clearly identified and addressed. 
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organisation’s goals.
• Allocates and schedules work; allocates monthly mileage to travelling officers. 

Other Responsibilities 

• Performs other related duties that may be assigned from time to time.

PERFORMANCE STANDARDS

• Vehicle maintenance programme established within set time frame
• Maintenance schedules, procedures and standards designed in accordance with established guidelines 
• Motor vehicle fleet managed and controlled in keeping with established guidelines
• Reports prepared and submitted within agreed time frame 
• Records prepared and maintained in keeping with set requirements
• All accidents reported in keeping with established guidelines 
• Staff needs are clearly identified and addressed within agreed time frame
• Staff performance meets or exceeds set targets 
• Work plans developed in accordance with the established format and prepared within the established timeframe 
• Budget prepared and submitted in accordance with the established format and produced within the agreed timeframe 

REQUIRED COMPETENCIES

Core 

• Excellent Oral Communication skills 
• Excellent Written Communication skills 
• Good Problem-solving and Decision-making skills 
• Strong Leadership and Management skills 
• Good Interpersonal skills 
• Strong Customer Relations skills 
• Good Analytical thinking skills 
• Good Planning and Organizing skills 
• Integrity

Technical 

• Knowledge of the Financial Administration and Audit (FAA) Act. 
• Basic knowledge of Auto Mechanics 
• Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures 
• Good report writing skills 
• Proficiency in the use of relevant computer applications 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Management, Mechanical Engineering or equivalent Tertiary Education 
• Five (5) years’ experience in Maintenance Management at a Supervisory level.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Island wide travelling 
• Working extended hours 

AUTHORITY

• Approves expenditure 
• Approves leave 
• Certifies overtime and subsistence claims 
• Certifies repair bills 
• Authorizes gate pass 

Please note that we thank all for responding, but only short-listed applicants will be contacted.