Role purpose:

The role is responsible for maintenance of vehicles to minimize downtime and enhance delivery time, extend the life of the organization’s fleet by ensuring quality parts are used in servicing and repairing of vehicles.

Ensuring all company vehicles are optimally utilized to reduce wastage and maximize returns.

Leveraging on existing relationships to ensure the business gets value through quality services and managing the budgetary allocation for the department while delivering quality and value.

Key Responsibilities: 

• Collaborating with human resources and sales departments to add quality employee drivers and contract drivers to the fleet


• Issuance and communication of company fleet policy to all drivers


• Managing drivers discipline in compliance with Kenyan Traffic Act.


• Strategising on cost management measures to maximize profits.


• Prepare and submit daily, weekly, monthly and quarterly fuel, coverage and maintenance reports


• Maintaining and presenting a monthly report of all company vehicle details including Chassis numbers and location


• Preparation of the annual budget and reporting the cost of each operation and the overall cost


• Registration and licensing vehicles.


• Ensuring all drivers are compliance with traffic regulations and maintaining a schedule of driver’s license validity


• Facilitating the driver’s license renewal


• Dealing with all aspects of the company's obligations to the Ministry of Transport including vehicle annual tests, record keeping and fleet inspections.


• Following up on accidents and liaising with the authorities for requisite documents for insurance purposes


• Follow up on motor vehicle log books and sign off custody transfer documents with the finance department


• Maintaining and updating individual motor vehicle files for the entire fleet


• Maintaining a detailed schedule of vehicle servicing, inspection and insurance.


• Managing replaced parts and ensuring the procured parts are fitted in the right vehicles


• Planning and organising for the maintenance of all company vehicles to ensure operational efficiency.


• Ensuring proper diagnosis of vehicles is done in conjunction with appointed garages and advising on required repairs and parts


• Maintaining the stock system and ensuring that ordered parts are the best value for money and are available at the time they are needed.


• Ensuring that vehicle defects are recorded and dealt with promptly and correctly and all completed defect records well documented.


• Utilizing the fleet tracking systems to monitor drivers and vehicles location for policy compliance.


• Advise the management on vehicle replacement and purchasing policies, displaying a sound knowledge of new vehicle types and vehicle-related products.


• Advising the management on vehicles disposal


• Ensuring disposal is done within the legal framework and documented


• Follow up on all warranty and vehicle manufacturer issues.


• Conducting vehicle checks to ensure adherence to vehicle accessories maintenance


• Issuance and communication of company fleet policy to all drivers


• Streamline and monitor fuel purchase system with the assistance of Fuel Cards for all vehicles and drivers.


• Developing and implementing standard operating procedures to maintain vehicles by advocating for best practices in fleet management


• Be a team player and lead by example

Experience, Knowledge and Skills Requirement:

• Minimum Diploma in automotive engineering


• Minimum 5 years’ experience in fleet management


• Minimum 5 Years BCE driving experience


• Supervisory skills


• Proficiency in office 365


• Working knowledge of a fleet management system


• Working knowledge of Enterprise Resource Planning software’s (Microsoft Dynamics 365 and SAP)


• Ability to accurately prepare daily, weekly, monthly, quarterly and annual reports


• Focused and prioritization ability


• Excellent organization skills


• Excellent communication and interpersonal skills


• Able to work in a fast-paced environment and cope with pressure


• Ability to work long hours


• Sense of urgency with good eye for details


• Ability to coordinate and work in a team environment   

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