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

JOB PURPOSE

Under the direction of the Civil Works Engineer (SOG/ST 8), the Manager, Transportation & Fleet Management (GMG/SEG 1), provides technical and supervisory direction and advice to the staff of the Transport and Fleet Management Section. The incumbent plans, organizes, develops, strategizes, administers, continually reviews and revises policies, procedures and programmes for the effective and efficient operations of the Transport and Fleet Management Section, which also operates as a key focal point and resource centre for all the Ministry’s outstations and portfolio entities. 

KEY OUTPUTS

• Participates in the Strategic Planning process of the Branch 
• Operational, Unit Plans and Budget developed, submitted and implemented.
• Staff workplans developed, implemented and managed. 
• Ministry’s transportation needs and day-to-day operations coordinated and managed.
• Ministry’s motor vehicle fleet managed and maintained 
• Systems, policies and processes revised and implemented. 
• Audits conducted and facilitated. 
• Resources strategically deployed. 
• Maintenance Programme and Schedules developed, implemented and managed.
• Vehicle maintenance systems, procedures and standards designed and reviewed
• Compliance with the relevant Acts, Policies, Systems and Procedures established and observed.
• Transportation and fleet management expenditure/budget determined and controlled.
• Records management systems established, implemented and managed. 
• Reports developed and submitted. 
• Staff evaluated and monitored; needs identified and addressed. 

KEY RESPONSIBILITIES

Management/Administrative Responsibilities 

• Participates in the Directorate’s and the Branch’s strategic planning process.
• Develops and implements the Transport and Fleet Management Section’s Budget, Operational, Unit and Individual staff work plans. 
• Develops, constantly reviews and revises the relevant acts, policies, internal work systems and procedures to assure that the Section consistently provides quality service to the Ministry; ensures that policies and procedures are appropriately documented and disseminated to staff. 
• Reviews policies and schedules to ensure that the Ministry’s fleet operates at a consistently high standard. 
• Provides professional/technical advice/guidance to the Civil Works Engineer, Principal Director, Permanent Secretary, and the Transport Management Board on transportation and fleet management related matters. 
• Educates the staff on the policies and procedures of the Transport & Fleet Management Section.
• Represents the Branch and Section at meetings, conferences and other occasions to provide and/or obtain information. 
• Chairs or serves as a member of various committees to facilitate collective decision-making on critical management issues and or provide technical advice. 
• Prepares and submits annual, quarterly and monthly reports. 

Technical/Professional Responsibilities 

• Coordinates the day-to-day transport operations of the Ministry. 
• Dialogues with the Civil Works Engineer, Principal Director and Permanent Secretary regarding the strategic direction of the Section. 
• Reviews and revises the operations of the Transport and Fleet Management Section in order to improve the efficiency and effectiveness of the Section, and to deliver quality service to the Ministry.
• Analyses financial reports to determine areas in need of better fiscal management.
• Establishes and manages a programme for the maintenance and repair of the Ministry’s fleet, and to ensure conformity with the relevant Government of Jamaica Policies, Regulations and Procedures
• Manages the procurement of motor vehicles and parts for the Ministry in collaboration with the Public Procurement Branch. 
• Manages the inventory of vehicles, parts and mechanical equipment. 
• Reports all accidents and monitors claims. 
• Serves as a key focal point and resource contact for the Ministry’s outstations and statutory agencies.
• Monitors and evaluates the operations of the fleets to ensure conformity with the Government of Jamaica Motor Vehicle Policy and other regulations and procedures. 
• Manages the Board of Survey process for the disposal of the Ministry’s motor vehicle assets.
• Prepares cost estimates for damages, repairs and procurement of vehicles. 
• Deploys and provides guidance on the economical use of resources to ensure cost effectiveness of operations. 
• In collaboration with the Internal Audit Unit, facilitates and conducts audits to detect anomalies in the fleet and/or its operations. 
• Ensures that all motor vehicles within the Ministry’s fleet are compliant with the established standards of fitness, and safety, security and are appropriately registered and insured. Ensures appropriate and valid licenses for driving personnel and that only designated/authorized personnel access and operate vehicles. 
• Reports all accidents and takes all necessary follow-up action 
• Determines priorities and sets targets within the parameters of the Branch’s objectives
• Designs and reviews in collaboration with the Civil Works Engineer, 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 
• Conducts regular checks of the logbook, 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
• Manages the Section’s records management system. 
• Responds to requests/complaints on transportation issues and ensures they are resolved. Human Resources Responsibilities 
• Ensures that staff is aware of and adhere to the policies, procedures and regulations of the Section.
• 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 Branch/Section 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 Branch/Section are clearly identified and addressed. 
• Establishes and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Branch’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

• Participates in the Strategic Planning process of the Branch in a timely manner, and as required.
• Corporate, business, operational plans and Budgets developed in accordance with the Ministry’s strategic objectives, established guidelines, and implemented within the agreed timeframes. 
• Adherence to budgetary guidelines, timeliness and stated specifications. 
• Effective policies, systems and procedures developed, revised in the required format and on time.
• Ministry’s transportation needs and day-to-day operations effectively coordinated and managed in a timely manner. 
• Ministry’s motor vehicle fleet is managed and maintained in accordance with the relevant acts, policies and procedures and within the agreed timeframe. 
• An effective maintenance programme and schedule developed, implemented and managed, within the agreed timeframe. 
• Vehicle maintenance systems, procedures and standards designed and reviewed in a timely manner.
• Compliance with the relevant Acts, Policies, Systems and Procedures established and observed at all times. 
• Records management systems established, implemented and managed in accordance with the relevant policies and procedures and in a timely manner. 
• Sound and accurate technical advice provided in a timely manner. 
• Effective internal systems and controls operating effectively and efficiently.
• All accidents reported and related activities managed in keeping with established guidelines and in the stipulated timeframe. 
• Inventory and procurement processes managed in accordance with the Government of Jamaica Motor Vehicle Policy, Procurement Policy, the FAA Act and attending Regulations, Procedures and Guidelines, and in a timely manner. 
• Staff performance evaluated in accordance with the Performance Management Appraisal System (PMAS). 
• Staff needs clearly identified and addressed within a timely manner 
• Audits effectively conducted in a timely manner to detect and rectify anomalies in accordance with established guidelines and procedures. 
• Resources strategically deployed to ensure effectiveness in service delivery of service and reduce costs. 
• High customer service standards maintained in keeping with MOAF&M Customer service standards. 
• Accurate and comprehensive reports submitted within the agreed timeframe and according to stipulated guidelines 

REQUIRED COMPETENCIES

Core 

• Excellent oral communication skills 
• Excellent written communication skills 
• Good problem-solving and decision-making skills 
• Good conflict-management skills 
• Excellent planning and organizing skills 
• Good analytical thinking skills 
• Ability to use own initiative 
• Strong leadership skills 
• Strong people management skills 
• Good interpersonal skills 
• Strong customer and quality focus skills 
• Compliance 
• Integrity 

Technical 

• Excellent working knowledge of the GOJ Motor Vehicle Policy
• Good working knowledge of the Financial Administration and Audit (FAA) Act, and Regulations.
• Knowledge of the operations of Government/Knowledge of the Ministry’s policies and procedures Proficiency in the use of relevant computer applications 
• Excellent knowledge of Transport and Fleet Management saving methods 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s Degree in Management, Mechanical Engineering or equivalent from an accredited Tertiary Institution. 
• At least five (5) years’ experience in Transport Management at a Supervisory Level. 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Island wide travelling 
• Working extended hours, weekends and on holidays periodically 
• Holder of a valid General Driver’s Licence 

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.