Key Responsibilities:
To ensure smooth facilitation and transportation of staff and partners and carry out administrative tasks of sorting mails and parcels, recording, distribution and other tasks to ensure efficient administrative support to World Vision Kenya.
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 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.
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional 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
Ability to conduct minor diagnosis and trouble shoot
Knowledge of transport regulatory acts/Law
Experience in Nairobi city driving and be conversant with the entire country road network
Track record demonstrating high integrity, reliable and dependable
Excellent communication skills
Ability to work with minimal supervision.
Required 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
Preferred Knowledge and Qualifications
Experience working in an INGO