The Fleet Administrative Assistant role is crucial for ensuring smooth facilitation and transportation of staff and partners, while also executing essential administrative tasks to support World Vision Kenya operations efficiently.
Key Responsibilities
Administrative Support Services
- Facilitate receipt, recording and distribution of parcels and mails.
- Safe guard and filing of all documents generated in the Administration department.
- Support the Administration manager in preparation of documents needed for supplier payments, and forwarding them to Finance for payment.
- Support in retrieval of documents during audits.
- Prepare monthly and other vehicle reports and file copies of the same after approval.
- Forward all invoices, receipts and fuel returns to fleet management for payment process.
- In case of accident/incident, notify the fleet office and forward detailed reports and necessary documents for claim processing.
- Facilitate delivery of goods from suppliers/stores to the field offices.
- Carry out office errands as directed by the supervisor.
- In collaboration with the Administration department, liaise with service providers to ensure quality services.
Staff & Visitors Facilitation
- Timely facilitation of staff to and from work and to other official duties.
- Ensure courteous facilitation of visitors, partners and donors to the field and other official engagements.
- Ensure safety of staff, vehicle and other road users while on a trip.
- Ensure mobilization of all resources necessary for safe and effective staff facilitation.
- Work with respective staff to plan and coordinate field facilitation services.
- Keep vehicle movement log book up to date.
Vehicle Maintenance and Management
- Ensure vehicle cleanliness all the time.
- Keep vehicle movement log book up to date.
- Check mechanical and operational soundness of the vehicle.
- Ensure that the vehicle allocated to you has all the necessary safety and security equipment.
- Ensure that the vehicle is serviced and maintained as recommended by the manufacturer.
- Check and ensure that all vehicle tools and accessories are in place and in good working condition.
- Undertake minor repairs and recommend for major vehicle repairs.
- Ensure that vehicles are parked in secure areas when travelling.
- Keep abreast of traffic laws and ensure adherence.
- Surrender vehicle keys and fuel card to the fleet office at the end of every trip.
- Report all vehicle malfunctions to the fleet office.
- Initiate procurement process for all motor vehicle repairs and maintenance.
- Ensure display of insurance certificate sticker in the vehicles allocated to them.
- Facilitate annual government inspection of vehicles allocated to you as may be necessary.
Required Professional Experience & Qualifications
Experience:
- At least five years’ experience in driving class (D2/D3), B, C1, C, CE, CD and E vehicles, three of which must be driving Class D(Bus) vehicles with safe driving record.
- Two years’ experience in administration.
- Experience in Nairobi city driving and conversant with the entire country road network.
- Experience working in an INGO (Preferred).
Skills & Attributes:
- Ability to conduct minor diagnosis and trouble shoot.
- Knowledge of transport regulatory acts/Law.
- Track record demonstrating high integrity, reliability and dependability.
- Excellent communication skills.
- Ability to work with minimal supervision.
Education & Certification:
- Minimum O level certificate.
- Occupational Trade Test II for drivers.
- A diploma in Business Administration or related field is an added advantage.
- Valid driving license with class (D2/D3), B, C1, C, CE, CD and E.
- Training in automobile engineering is an added advantage.
- PSV License.
- Training in defensive driving from a recognized institution.
- Training in First Aid.
- Computer skills, including proficiency in MS Office suite.
- Basic knowledge of vehicle maintenance.
- Automobile Association of Kenya competence certification.
- Current Police Clearance Certificate.
