Transport Officer (GMG/AM 3)

Summary

The incumbent is responsible for conducting proper documentation and management of preventative maintenance activities of all assets under the FID Asset Recovery Branch’s control. 💰Salary Range: $2,190,302 - $2,945,712 per annum.

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

Preferred Qualifications

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

Additional Information and Instructions

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