Administrative Officer – Fleet at Council for Geoscience (CGS)

KEY RESPONSIBILITIES:

Fleet Management

• Supervise section staff.
• Capture and file all vehicles log records.
• The Transport Officer can Conduct vehicle inspections with drivers.
• Ensure that trip authorisations forms are approved before vehicles are issued
• Ensure that all drivers and passengers are authorised for the trip.

Driver Registration

• Ensure that all employees complete the driver registration form prior to operating fleet vehicles.
• Administer and driver registration and passengers authorisation records.
• Capture all data and information on the vehicle monitoring system.
• Administer driver’s identifications tag to employees and records.

Nedfleet Administration

• Ensure that vehicles trip records are submitted at the end of each trip.
• Collate, verify and reconcile Nedfleet statement with vehicles trip records.

Vehicle Scheduling and Issuing

• Prepare and schedule vehicles using the scheduling system.
• Check the trip authority form to ensure that the form is completed properly and approved by the Unit Manager for the usage of the vehicle.
• Check if the driver has an appropriate and valid driver’s license.
• Conduct a pre-inspection of the vehicle, by completing and signing of the trip inspection form.
• Keep copies of all completed forms.
• Ensure the employee completes the vehicle use registers.
• Issue the driver with the car keys and the Fleet card.
• Unsure that the drivers are taking the vehicles to the service
• And the regional offices

Driver Scheduling

• Receiving all driver service requests and allocation of Drivers.

Speed violations

• Check the fleet speed and traffic laws violations and report violations.
• Check the weekend and overnight usage of fleet vehicles and report deviations and anomalies.

Vehicle Tracking

• Check all the logs after they were captured for any speed violation and notify users.
• Monitor fleet vehicles through the tracking service and report any deviations and anomalies.

Admiration of Vehicle bookings

• Receive all booking requests sent to the relevant e-mail address. This will include telephonic booking of vehicles.
• Confirming availability (Booking Spreadsheet) of vehicles and reply to the booking request by e-mail.

Procurement

• Administer process for fleet vehicles licensing.
• Procure PPE for section staff.

Service and Maintenance

• Book vehicles and equipment for maintenance and repairs.
• Assist employee in case of a mechanical breakdown.
• Keep records of vehicle/equipment services, maintenance and repairs.

Coordination of Courier Services

• Administration of goods and parcels, i.e. receive and dispatch.

Knowledge and Experience

• 3-5 years of fleet management experience.
• Experience and understanding of general administration and office support.
• Fully computer literate with an advanced level of MS Office.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.
• Strong organisational and planning skills with the ability to prioritise.
• Knowledge of supply chain management process.