Fleet Management Assistant job at Infectious Diseases Institute | Apply Now

General;

• Deputize in the absence of the fleet management officer

• Assist in Following up on Approvals and LPOs for fleet-related procurement and finance works.

• Generate weekly and monthly fleet operational reports to be shared with the direct supervisor and line manager.

• Assists in data entry for works, tyre dressing, and vehicle repairs and ensures records are filled for Traceability purposes.

• Ensure all invoices tally with Information on purchase orders and quotations before payments are processed.

• Ensure fuel accountabilities received from upcountry and within IDI are checked, verified, and recorded in the book ready to be reviewed by the Fleet Supervisor.

• Review fuel tracker mileage reports to ensure proper fuel usage and driver behavior are maintained.

• Detect and solve the fuel accountability Queries with the Initiator (Transport Assistants / Field Admin Finance Staff), Card statement Readings / Balances Vs the actual usage.

• Ensures safety standards and procedures are adhered to by both staff and drivers and checks that safety equipment is installed in each IDI vehicle.

• Coordinates all key training for the fleet section, especially safety, repair techniques, and defensive driving.

• Ensure all information regarding vehicle works is stored and ready for retrieval at any time of need.

• Assist in supervising the dispatch of drivers, coordinate their movements, schedule on a rotation system, advise on security, particularities, and anomalies on the routing, and take appropriate action in case roads are blocked or Impassable.

• Ensure vehicle mileage logbooks are updated and all required information is documented.

• Assist in planning and coordinating vehicle/staff movements and ensure necessary paperwork for transport and delivery of goods are filled.

• Ensured Itinerary and bookings for staff/partners’ movements on domestic trips are followed as per the plan.

• Carryout Inspection of all Hired and IDI vehicles, ensuring they are in good serviceable and mechanical fitness condition.

• Assist in following up on Vehicle service and work with the prequalified garages.