View Vacancy - Deputy Transport Manager A2 (58/18 NR)
Main purpose of job:
The job holder’s main focus will be support the Transport Manager in coordinating excellent service delivery in the Transport, and Reception sections, maintaining the highest level of customer satisfaction. The job holder will also be responsible for maintaining the department’s operational cost data.
Roles & Responsibilities;
- Deputise for the Transport Manager in respect of transport and fuel management, ensuring that vehicles are insured, assets are managed correctly, vehicles are driven safely, damage is investigated, and on-board vehicle equipment is serviceable and properly accounted for. In addition liaise with Security personnel in respect to vehicle movements and security equipment, etc.
- Supervise and motivate the Transport Planner, Drivers, Receptionist and Mail Room staff with integrity and foresight, and in accordance with HR procedures and policies, ensuring that they maintain the highest standards of accountability and professionalism.
- Actively oversee use of authorised taxis to ensure accuracy of billing, quality of service, integrity of taxi bookings and value for money.
- Coordinate any authorised weekend vehicle hire bookings, ensuring a full handover/takeover procedure is carried out, subsequently reporting accidents and damage to the Transport Manager, and that hire fees are properly accounted for. Carry out random mileage checks in between bookings and report potential misuse as above.
- Monitor usage of official vehicles, ensuring log books are accurately recorded and vehicle handover procedures are strictly adhered to.
- Be response for procurement of fuel, oils and spare parts and maintain accurate and real-time usage/consumption records.
- Oversee the Transport Section’s budget in accordance with accounting regulations and authorised spend limits.
- Supervise and motivate the Messengers ensuring that the mail services and mail room operations run smoothly, in accordance with both contract key performance indicators and security regulations.
- Manage the maintenance of accurate filing systems, with documented and supported records of actions for audit purposes.
- Contribute to and collate regular Transport reports for the mission’s management team.
- Act as a champion on driver overtime, ensuring that any spend is properly authorised, accounting papers are submitted in a timely fashion, overtime hours are equally distributed among the team, and any areas of concern are immediately reported to the Transport Manager
- Coordinating annual vehicle insurance renewals for all BHC vehicles and liaising with approved insurance brokers in respect of claims.
- Administer issued fuel cards and monitor fuel card usage.
- Manage and analyse customer feedback reports and liaise closely with the Transport Manager to take any remedial recommendations forward.
- Play a key and active role in the implementation of the Transport Policy review processes
- Any other duties that might be assigned by the Transport Manager.
Resources managed (staff and expenditure):
Staff: One Receptionist, two Messengers, one Transport Planner, 18 Drivers & two Mechanics
- A degree in any business related field with minimum 3 years of relevant experience
- The ability to synthesize and analyse complex information
- Ability to make clear, informed decisions and a proven record of showing initiative
- Have previous first-hand experience of managing a transport fleet or large team in a busy environment.
- Possess good planning and reporting skills
- Have excellent IT skills
- Possess good oral and written communication skills
- Ability to display close attention to detail
- Evidence of very good customer service skills including an ability to handle difficult customers while working under pressure.
Learning and development opportunities (and any specific training courses to be completed):
The Foreign and Commonwealth Office offers all its employees the opportunity to pursue a City and Guilds Diploma through the Diplomatic Academy.
The Regional Learning and Development Team visit Nairobi regularly to provide training courses to further personal development
Leave:
Members of staff are entitled to paid annual leave, which is earned, from the day they commence employment. Entitlements are as follows:
- Grades A2 (L)25 days and then 30 days after 5 years’ service
In addition to annual leave, the BHC normally observes no fewer than 9 and no more than 14 Kenyan and British public and religious holidays in a year. These vary from year to year and are at the discretion of the High Commissioner. A list of holidays is published each year.
Working Patterns:
Subject to the Flexible Working Scheme (see below) normal office hours are:
• Monday to Thursday: 0715 - 1600
• Friday: 0745 - 1300
- Please complete the application form in full as the information provided is used during screening.
- Please check your application carefully before you submit, as no changes can be made once submitted.
- The British High Commission will never request any payment or fees to apply for a position.
- Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
- It is essential that the applicants already have the right to live and work in Kenya without the need to apply for a work permit
- Employees who are not eligible to pay local income tax: e.g. certain third-country nationals and spouses/partners of UK diplomats will have their salaries abated by an equivalent amount.
- Information about the Foreign and Commonwealth Office Competency Framework can be found on this link: https://www.gov.uk/government/publications/civil-service-competency-framework Please note: Job grade AA=A1, AO=A2, EO=B3, HEO=C4, SEO=C5
- Reference checking and security clearances will be conducted on successful candidates.
- Please log into your profile on the application system on a regular basis to review the status of your application.
This opportunity is closed to applications.
