Job Title: Fleet Administrative Assistant, World Vision International
With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.
Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Key Responsibilities:
Job Purpose
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.
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.
Qualification, Skills and Knowledge Required
- Minimum O level certificate
- A diploma in Business Administration or related field is an added advantage
- At least five years’ experience in driving class A (Motor omni bus), B, C and E vehicles three of which must be driving Class A vehicles with safe driving record.
- 2 years’ experience in fleet 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.
- Occupational Trade Test II for drivers
- Valid driving license with class A (D2/D3), B, C and E
- Training in automobile engineering is an added advantage
- 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 Certificate of Police clearance
Applicant Types Accepted:
Local Applicants Only
