Logistics Officer – Fleet and Asset Management

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.

LEADERSHIP COMPETENCIES

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative
• Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do.
• Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being proactive in continuing technical and professional development

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.