Transportation and Fleet Management Officer (GMG/AM 4)

Job Purpose 

Under the supervision of the Manager, Transportation & Fleet Management (GMG/SEG 1), the Transportation & Fleet Management Officer (GMG/AM 4) is responsible for providing administrative support for the efficient operations of the Transportation and Fleet Management Section. The incumbent is responsible for undertaking activities for the licensing of motor vehicles, procurement of motor vehicle insurance, submission of invoices and quotations for processing, maintains the Petty Cash Imprest; assist in co-ordinating the use, maintenance and disposal of fleet vehicles and parts; ensure that the inventory and procurement of motor vehicles and mechanical equipment are managed in accordance with the GOJ Policies, Regulations, Guidelines and internal Standard Operating Procedures. 

Key Responsibilities 

Technical/Professional: 

• Assisting with establishing and maintaining a programme for the maintenance and repairs of the Ministry’s vehicles and accessories; 
• In collaboration with the Manager, assists with the design and review of schedules, procedures, repairs and maintenance standards of the Ministry’s vehicles;
• Documents currency of motor vehicles licences and certificates of fitness;
• Prepares requisition for the procurement of supplies and services for signature of the Manager; 
• Ensures appropriate and valid licenses for driving personnel and that only designated/authorized personnel access and operates vehicles; 
• Receives and distributes motor vehicle service parts for maintenance of motor vehicles;
• Prepares and submits periodic reports on the operational efficiency of each vehicle on the prescribed form; 
• Assists with the preparation of accident reports; 
• Keeps inventory records up-to-date; 
• Assists with conducting regular checks of the log book, gas/gas oil records and stock balances; 
• Assists with response to request/complaints on transportation issues and ensures they are resolved/addressed; 
• Visits and prepares report on Drivers’ residence; 
• Assists with conducting periodic analysis of fuel efficiency and general performance of fleet and makes recommendation for corrective action; 
• Ensures that scheduled maintenance is carried-out on fleet vehicles;
• Ensures speedometer is functional and promptly repaired if defective;
• Assists the Manager, Transportation & Fleet Management with the Insurance Company/Broker in the case of an accident, ensuring relevant documents are submitted;
• Monitors the Vehicle Tracking System and recommends adjustments as necessary to the reporting templates; 
• Assists with the relevant documentation relating to the disposal to Ministry of Finance and the Public Service; 
• Prepares and submits relevant monthly and ad hoc reports as required for the Section:
  • Quarterly Motor Vehicle Reports to the Ministry of Finance in accordance with established guidelines 
  • Fuel Card, Vehicle Tracking and maintenance reports
• Pre-checks claims for travel and subsistence payments, prepares cheques requisitions for the verification/authorization of the Manager. 

Management/Administrative 

• Submits quotation for contracted work undertaken on motor vehicles; 
• Maintains the Petty Cash Imprest for the Unit; 
• Updates and maintains motor vehicle files and ensures that supporting documents are properly stored; 
• Writes letters, Minutes and reports on various activities within the Unit;
• Assists with queries from Agencies/Divisions concerning the Ministry’s fleet of vehicles
• Submits invoices for payment to the Finance and Accounts Division; 
• Keeps the Manager informed of the progress of various activities and major problems of the Unit; 
• Receives and distributes log books; 
• Issues and ensures that designated drivers sign and maintains the log of custody of vehicle and Fuel Advanced Card; 
• Participates in the operational planning process of the Section; 
• Tracks time-sensitive events to meet deadlines; 
• Responds to requests/complaints on transportation issues from internal and external clients/customers and ensures they are resolved; 
• Attends meetings or conferences to obtain or disseminate information regarding issues and programmes relating to the Section’s work; 
• Contributes to and maintains a system that fosters a culture of teamwork, cohesiveness and commitment to the Section’s and Ministry’s goals; 
• Identifies and incorporates the interests and needs of customers in business process design. 

Human Resource 

• 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 organization’s goals;
• Allocates and schedules work; 
• Performs other related duties that may be assigned from time to time. 

Required Knowledge, Skills, and Competencies 

Core 

• Good oral and written communication skills 
• Good problem-solving and decision-making skills 
• Good planning and organizing skills 
• Good interpersonal and leadership skills 
• Good customer and quality focus skills 
• Managing the client interface 
• Good analytical thinking skills 
• Ability to exercise initiative and good judgment 
• Good negotiating and networking skills 
• Good teamwork and co-operation skills 
• Compliance 
• High level of Integrity 

Technical: 

• Good working knowledge of the GOJ Motor Vehicle Policy 
• Basic 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 
• Good knowledge of records management 
• Applicable knowledge of Basic Accounting 

Minimum Required Qualification and Experience 

• Bachelor’s Degree in Management Studies/Public Administration/Business Administration or equivalent from an accredited tertiary institution 
• At least two (2) years’ experience in a similar capacity. 

OR 

• Associate’s Degree in Public Administration or Business Administration or Management Studies 
• At least four (4) years’ experience in a similar capacity. 

Special Conditions Associated with The Job 

• The officer is expected to procure Motor Vehicle License and Certificate of Fitness at the Inland Revenue Office 
• The officer is expected to Transfer New Titles 
• Island wide travelling 
• Working extended hours

Please note that only shortlisted applicants will be contacted.