Logistics Officer - Fleet and Assets Management

Logistics Officer - Fleet and Assets Management

Date: 3 Sep 2024

Location: Nairobi, Kenya

Company: Plan International

THE ORGANISATION
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. 

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.

SHARED SERVICES CENTRE 
The Shared Services Centre is a Centre of Excellence based in the MEESA region office. The centre is committed to a reliable, efficient and effective service to the MEESA regions at a competitive price. Its ultimate goal is to be trusted, predictable, and dependable to our clients at all times and to ensure commitment to excellent turnaround times in all our service delivery. 

ABOUT THE ROLE
The Logistics Officer – Fleet and Asset Management will be responsible to support Fleet and Asset management. Provides day to day implementation of Fleet/Asset management in compliance with Plan’s global policies, best practices, local regulations and business needs. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly. 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES 

Vehicle/Generator Management: 
• Responsible for Own/ third-party company-owned vehicle fleet management. 
• Maintain accurate records of work orders, log sheets, and invoices. 
• Maximize fleet efficiency and effectiveness through planned resource allocation following PLAN guidelines. 
• Ensure all fleet data management is conducted professionally and in accordance with PLAN guidelines. 
• Supervise the planning of maintenance and repairs of all fleet units, including generators. 
• Coordinate with outsourced workshops for maintenance and repairs. 
• Manage fleet stock and plan light vehicle movements and fleet allocation. 
• Mentor and supervise drivers on equipment, fuelling, and cleaning practices. 

Fuel Management: 
• Manage and account for fuel supplies and usage, including contingency planning. 
• Analyze fuel usage and recommend optimal fuel utilization. 
• Refuel vehicles and safely store fuel cards. 
• Evaluate fuel suppliers and government fuel tariff regulations. 

Staff Management: 
• Supervise and build the capacity of the fleet staff team. 
• Participate in annual staff appraisals in coordination with the Supply Chain Manager
• Plan and monitor Fleet unit staff absences and holidays. 
• Conduct theoretical and practical driving tests for PLAN drivers or vehicle users. 
• Ensure driver compliance with local traffic regulations. 
• Participate in driver recruitment and probation evaluations. 

Asset Inventory Management: 
• Maintain an accurate inventory of organization assets, including equipment, supplies, and other resources. 
• Conduct regular inspections to assess the condition and usability of assets. 
• Coordinate asset acquisitions, transfers, and disposals following organizational protocols. 
• Monitor asset utilization and allocation to support program activities effectively. 
• Update asset registry and maintain detailed records of asset movements. 

Asset Maintenance and Repairs: 
• Plan and oversee the maintenance and repairs of organization assets to ensure optimal functionality. 
• Coordinate with external service providers and vendors for asset servicing and repairs. 
• Ensure timely completion of maintenance tasks and adherence to quality standards. 
• Implement preventive maintenance schedules to extend the lifespan of assets. 
• Manage asset maintenance budgets and expenditures efficiently. 

Asset Tracking and Reporting: 
• Establish and maintain reliable asset tracking systems to monitor asset movements and usage. 
• Generate regular reports on asset status, utilization, and performance indicators. 
• Provide insights and recommendations based on asset data analysis. 
• Collaborate with program managers to align asset management with program needs and objectives. 
• Ensure compliance with organizational policies and donor requirements regarding asset management. 

Asset Security and Compliance: 
• Implement measures to safeguard organization assets against loss, theft, or damage. 
• Ensure compliance with relevant regulations and guidelines governing asset management. 
• Conduct audits and physical verification of assets to ensure accuracy and accountability. 
• Coordinate with security and administrative teams to address asset security concerns. 
• Develop and update asset management policies and procedures 

Office Administrative Tasks: 
• Coordinate monthly account review meetings with third-party providers. 
• Manage work orders, invoices, and supplier payments. 
• Evaluate vehicle requirements and allocation based on utilization and needs. 
• Handle all aspects of accidents, liaising with insurance, police, and PLAN Legal department. 
• Monitor and update fleet inventory, providing reports. 
• Report all accidents or incidents and oversee verification and approval of fleet expenditures pending Logistic validation. 
• Manage vehicle registrations and documentation. 
• Evaluate fleet wave database and suggest cost-saving techniques and improvements. 
• Compile and send reports from Fleet wave to Log Coordinator as necessary. 
• Coordinate with VFM/Technical Responsible on work done. 

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) 
• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures; 
• Ensure that Programme implementation staff at the country office and in the field are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies; 
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team; • Ensure that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE 

Essential Knowledge and Experience: 
• Bachelor's degree in Logistics, Supply Chain Management, or related field. 
• Proven experience in fleet management, asset management, and staff supervision. 
• Strong knowledge of transportation regulations and fleet maintenance best practices. 
• Excellent communication, organizational, and leadership skills. 
• Have knowledge in Track point system 
• Ability to work under pressure and in a multicultural environment. 
• Proficiency in relevant software and MS Office suite. 

Location: Nairobi 
Closing Date: 10th September 2024

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the . In line with this scheme we will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.