Responsibilities:  

Vehicle Utilization, Maintenance and Tracking  

• Ensure efficient vehicle utilization, maintenance, and tracking
• Coordinate vehicle maintenance schedules to ensure that they are maintained in a safe and roadworthy condition (license  renewals)
• Maintenance of vehicles: Monthly inspect and arrange for services and repairs.
• Book vehicles with dealer
• Ensure vehicles are effectively and efficiently utilized, maintained, and tracked
• Ensure implementation and management of systems
• Safety record of drivers

Other Travel 

• Serve as liaison with a travel agency for planned air travel by project and visiting staff.
• When needed, assist in coordinating airfare bookings. Support travel bookings and coordinate pick-ups and drop-offs for  international travelers and visiting personnel.

Liaison  

• Maintain contact with the relevant licensing authorities, the police, and insurance companies on a range of issues relating to  company cars
• Take relevant action in the event of incidents such as accidents or hijacking: Take statements in conjunction with HR (investigate)
• Well-maintained and roadworthy fleet

Compliance  

• Advise staff on all legal and compliance matters relating to vehicles
• Attend to the administration of the company’s car policy to ensure compliance
• Administer fuel cards
• Identify trends, poor driving behavior, etc.
• Pre and post-vehicle delivery inspections
• Ensuring compliance with policies
• Staff orientation regarding company vehicle policies

Accident & Incident Investigation and Reporting  

• Accident and incident reporting
• Forms filled in correctly and timeously

Record Keeping  

• Maintain all necessary records to ensure that vehicles provided by the company comply with legal and business requirements  • Distribute documentation to the line manager for distribution
• Control the quality and accuracy of documents
• Keeping tabs on any traffic infringements and ensuring that the fines are submitted to drivers and ensure payment thereof – HR  advice must be sought.
• Attend to other routines such as arranging courtesy cars.
• Timeous submission of appropriate documentation
• Check vehicle logs information weekly, make corrections where necessary, and sign off in each log to verify that this has been  done. Collect vehicle logs from the field and review them for accuracy.
• Discuss problems with logs with drivers and train new drivers on how to properly fill in vehicle logs. • Collect daily and weekly vehicle checklists, verify their accuracy, and work with drivers to correct any problems. • Track Field Office transport personnel and vehicle movements.
• Manage relations with vehicle rental vendors and manage vehicle rentals as necessary for project operations.

Reporting 

• Compile and submit reports relating to vehicle utilization, maintenance, and tracking
• Timeous and accurate reporting

Administrative Roles: 

• Serve as point of contact for all Office Administrative and logistics needs.
• Responsible for organizing and managing the physical condition of the office space, office equipment, IT, mail, and security. • Provide timely and response support to project procurement requests.
• Prepare contractual documents for the Logistics and Administration Officer
• Coordinate flight bookings for domestic and international travel and prepare budgets for international travel, including for  visitors
• Schedule and support training and other program activities as needed
• Coordinate meetings including preparing meeting materials, managing the Audio/Visual system, taking notes, and organizing  catering
• Maintain and administer the inventory system of Jhpiego/Sierra Leone office equipment, materials, and supplies Keep proper  office records/filings as appropriate
• Records minutes of meetings and circulates the same
• Coordinate travel details/logistics for staff, consultants, and technical backstops including booking hotel accommodations and  arranging for airport and hotel pick-ups. Reconciles records with service providers and prepares periodic reports and payment  requests.
• Coordinate office cleaning, stores, and inventory management and supervise third-party service providers such as cleaning,  courier, catering vendors etc.
• Maintain Jhpiego administrative policies and procedures at the country level

General 

• Emergency standby if problems arise – Act as a backup driver when needed.
• Perform any other work-related duties and responsibilities that may be assigned from time to time by management • Any other duty that may be assigned by the supervisor

Required Qualifications:  

 A high school leaving certificate, diploma in administration, or fleet management certification – mechanical and logistics  management or equivalent

 At least 4-5 years of progressively responsible experience in motor vehicle transport operations

 Experience with US government-funded NGOs a plus

 Demonstrated ability to manage transport operations in a medium-sized organization

 Ability to assess potential mechanical problems and advise on preventive maintenance and repair procedures  Ability to drive light vehicles; medium and large truck driving experience an advantage.

Knowledge, Skills and Experiences: 

Ability to review alternative options and select the most effective and cost-efficient mode of transport in various contexts and  circumstances

 Strong negotiating skills and ability to influence others to reach consensus

 Computer skills including demonstrated hands on-experience with MS Word, MS PowerPoint, and MS Excel.   Familiarity with routes and road conditions within Freetown and the provinces is desirable.

 Strong verbal and written communication skills in English and local language(s)

 Ability to demonstrate creative approaches to problem-solving

 Excellent independent judgment and decision-making skills

 High energy level and multi-tasking skills

 Ability to work in and promote a team environment

 Database management

 An understanding of relevant legislation and regulations, policies, and procedures relating to procurement  Experience working in a diverse organization

Self-motivated, proactive, and have a positive attitude to work requiring minimum supervision.

 High attention to details

 Be cooperative, hardworking, flexible & dependable.

 Be of high integrity and have a sense of confidentiality

 Be willing to take on extra responsibilities, sometimes working overtime, in order to achieve the goals/objectives set by the organization

 Driver’s License – Codes A,B,C,D

Qualified persons are required to send their Curriculum Vitae (CV) and application letter to email.

Kindly state in the subject area the position and location you are applying for. CVs without proper labeling will not be considered. 

 Given the likely high number of applications, only shortlisted  candidates will be contacted.