Transport Officer (GMG/AM 3)

Key Responsibilities

To assist with the provision of an effective transportation services for the Department and to support staff in the effective and efficient discharge of their core functions

• Maintains the Department’s motor vehicles by preparing the relevant requests and dispatching vehicles to approved garages for servicing; 
• Assists with monitoring the use of the Advance Card System; 
• Ensures that the petrol and lubricants statements from gas stations and bi-monthly gas bills are collected from the Drivers and submitted for payment; 
• Maintains the records for the Motor Vehicle insurance, Certificate of Registration and Fitness and also Fleet Drivers’ Licences; 
• Ensures that Log books for motor vehicles are maintained on a daily basis;
• Monitors the control systems for fuel consumption and usage; 
• Collates statistics relating to vehicle accidents; 
• Manages the Fleet Management systems and processes; 
• Visits accident sites, prepares reports and communicates with the relevant officer in accordance with existing regulations/policies and follows up on such report(s) investigations;
• Liaises with the National Works Agency (NWA) regarding pre and post inspection processes for the Department’s fleet vehicles; 
• Assists with the reconciliation of receipts with statement for motor vehicle repairs;
• Co-ordinates transportation for the delivery of all mail and other items leaving the Department and the pick-up and drop-off of scheduled staff from and to prescribed destinations;
• Maintains an inventory of motor vehicles and their operational costs; 
• Ensures that an electronic system is developed and implemented for the vehicles to be serviced and maintained at optimal level; 
• Provides information to submit requests to Board of Survey for the disposal of obsolete and redundant motor vehicles from the inventory; 
• Monitors drivers’ delivery and pickup schedules to ascertain compliance;
• Develops and maintains a roster and scheduling system to track availability of drivers;
• Keeps records/history of drivers and accidents; 
• Prepares Minutes for payment of services rendered; 
• Reconciles receipts with statements from relevant companies repairing vehicles and analyses fuel statements from gas stations; 
• Implements and maintains pick–up and drop-off schedule of staff from and to prescribed places; 
• Inputs and maintains all critical fleet master data; 
• Assigns drivers to vehicles for deliveries. 

To ensure that the fleet of vehicles are operational 

• Maintains and operate a servicing schedule for all vehicles; 
• Ensures that the statutory requirements for all vehicles are up to date; 
• Supervises the in-house mechanic in minor repairs to vehicles; 
• Conducts daily inspections of motor vehicles and produces a report. 

To monitor and control the operational cost of the vehicles 

• Ensures that all vehicles are parked on the compound according to regulations;
• Collates accident reports and prepares relevant documentation for issuance purposes;
• Reconciles receipts for fuel with statements; 
• Assists with preparing documentation for the prompt payments to creditors and suppliers;
• Recommends procedures to reduce operational costs of vehicles. 

To ensure that there is a cadre of highly motivated staff with the appropriate competencies and skills. 

• Ensures that staff members have sufficient and appropriate physical resources to undertake their duties efficiently and effectively; 
• Ensures the welfare and development needs of the staff are clearly identified and addressed;
• Signs performance evaluation reports from staff supervised; 
• Provides supervision and guidance to staff through effective planning, communication, training, mentoring and coaching; 
• Delegating assignments to ensure maximum productivity; 
• Implements systems, schedules and tracking mechanisms to ensure the efficient use of resources; 
• Maintains effective working relations with external and internal stakeholders and ensure that the Branch provides a consistently high level of service to them;

Required Knowledge, Skills and Competencies

Core 

• Flexibility & Adaptability 
• Problem Solving & Critical Thinking 
• Stewardship Responsibility & Accountability 
• Communication 
• Teamwork 
• Emotional Intelligence 
• Relationship Building & Networking 
• Innovative Thinking 
• Results-Oriented 

Knowledge 

• A sound appreciation of the Government’s motor vehicle policies 
• Knowledge of Transportation Fleet Management 
• High level of ICT literacy and use of analytical reporting tools would be a significant asset
• Highly skilled in the use of the Microsoft Office suite 

Minimum Required Qualification and Experience

• Diploma/ Associate of Science Degree in Management Studies, or equivalent professional qualification; 
• Two (2) years working experience in an administrative/clerical role. 

Special Conditions of The Job

• The flexibility of work hours, which may require extended hours. 
• May be required to work on weekends and public holidays.

Please note that only shortlisted applicants will be contacted.