ASD: Fleet Management and Coordination at The Government Pensions Administration Agency (GPAA)

Qualification/s Requirements

• A relevant 3-year tertiary qualification (N Dip/B Degree/B Tech) (at least 360 credits) or relevant qualification coupled with three 3-5 years’ experience in Fleet Management. With Two years supervisory or junior management experience. Knowledge of Transport policy Regulations. Knowledge of Staff Management. Knowledge of Administration and management principles and processes.

Key Performance Areas

The successful candidate will be responsible for the following functions and include, but not limited to:

Implement policies, plans and SOP for fleet management:

• Liaise with external stakeholders to track developments within the Public Transport environment and make recommendations to improve the effectiveness and efficiency of the GPAA Fleet Management function.
• Contribute to policy development, reviews and monitor implementation.
• Monitor and communicate internal policies and control measures for fleet management.
• Implement agreed risk management plans on issues related to Fleet Management.
• Provide guidelines at all times with regards to fleet management practices.
• Liaise with service providers in accordance with service level agreements.
• Liaise with the Department of transport (DOT), Gauteng Department of Road, Transport, Traffic and Licensing Department and National Treasury.

Facilitate the coordination and use of department vehicles:

• Measure the effectiveness of the GPAA fleet operations on an ongoing basis and make appropriate recommendations.
• Monitor that all drivers of the departmental vehicle comply with the Road traffic laws and regulations and operate the vehicle with care.
• Monitor that all passengers conveyed in the government vehicle are authorized to travel in the vehicle.
• Check that the logbook is properly completed at the beginning of and at the end of every journey.
• Ensure that the drivers of the vehicles have valid drivers’ license and PDP where applicable.
• Check that the logbook, petrol or toll cards and vehicle keys are kept safe at all times.
• Validate all fuel, tolls and maintenance transactions to validate authenticity prior payment.
• Trace and present traffic fines to the applicable vehicle driver.
• Monitor that the driver reports motor vehicle accidents within prescribed time frames.
• Ensure that pre and post trip vehicles inspections are conducted.
• Report on usage of GPAA Fleet vehicles.

Facilitate the continuous maintenance of the departmental fleet: 

• Coordinates the servicing of vehicles in accordance with their maintenance schedule.
• Check that departmental vehicles are licensed and roadworthy at all times.
• Check that departmental vehicles are adequately insured at all times.
• Collaborate with Assets Management regarding the disposal of vehicles.
• Liaising with service providers who supply customized Fleet Management and maintenance services.

Administration of subsidized motor scheme: 

• Participate in the GPAA Transport Committee meeting.
• Facilitate the evaluation of all subsidised motor vehicle applications in accordance with applicable policy and procedure.
• Follow up to ensure that all vehicles are acquired through the approved RT contract.
• Verify the utilization of vehicles and ensure that all entries in log sheet are accurate and legible.
• Monitor that fuel and kilometer claims are submitted by the due date.
• Liaising with service providers who are appointed in accordance to RT Transversal Contracts.

Management and development of staff:

• Manage the performance of the unit which involves coaching, mentoring and take corrective action where required, develop performance standards and evaluate team and individual.
• Monitor staff regarding human resources such as leave, recruitment and grievances.
• Compile work plans for the section including the consolidation of operational plans into the directorate’s overall work plan.
• Provide effective communication to staff.
• Identify skill gaps and required training interventions.

Monitor the utilization of pool vehicle by MMS and SMS:

• Ensure that Managers who are allocated a motor vehicle allowance have the vehicle or a substitute available for official trips at all times.
• Follow up to make sure that Managers provide free transportation to official passengers, to the same destination, on an official trip.