Fleet Manager at Marie Stopes Zambia

Marie Stopes Zambia (MSZ) is a marketing-focused, results-oriented social enterprise, which uses modern management and marketing techniques to provide family planning and reproductive healthcare. MSZ is part of the global network that is Marie Stopes International (MSI).

MSZ subscribes to the MSI goal and mission, which is to prevent unwanted births and to ensure the individual’s right to Children by Choice not Chance.

Purpose:

The Fleet Manager is responsible for the management of transportation, assets and drivers in accordance with MSI Global Fleet mandatory policy standards for country programmes and fleet procedures. He/She will actively support the MSI Fleet objectives that are in the interest of MSZ: increase productivity; decrease fleet costs; increase fleet safety; increase data quality for performance management.

Reporting to: The Health Services Director

Principal Responsibilities:

1. Operational

• Develop, manage and allocate fleet, people and assets for service delivery and support transportation requirements on a monthly basis
• Monitoring, evaluation and follow-up of key performance indicators: fuel consumption rates, maintenance and operating costs; incident rates, over speeding rates; data quality and reporting deadlines
• Advise on the most efficient and effective use of the fleet resources
• Liaise and maintain timely communications with channels and departments and external stakeholders (commercial service providers, partner non-profit agencies)
• Fleet controls: authorised use of vehicles; key control; logbooks; fuel cards; tools & equipment;
• Vehicle recovery arrangements
• Incidence management (reporting accidents to line manager and the trac-point system and ensuring all the police reports are provided by involved staff)

2. Performance Management

• Monthly reporting
• Fleet quality assessment
• Executive Team level reports for fleet performance review against fleet key performance indicators
• Team performance reviews
• Fleet and people corrective actions
• Fleet annual quality and KPI performance review
• Assist with recruitment and selection of drivers
• Assess the competence of all those driving MSZ vehicles and issue authorisation
• Provide technical induction briefing for new fleet staff
• Provide on-going technical training for existing fleet staff

3. Technology

Vehicle Tracking System (VTS)

• Manage orders for hardware installations and removals
• Ensure high system functionality: monitor that tracking units are functional; guide resolution of technical issues through the Global Information Systems (GIS) team
• Support the country programme usage of the mobile waypoint app

Fleet Management System (FMS)

• Country administrator and country user support for all modules and functionalities within the tracpoint fleet information system
• Ensure high fleet user competency: new user setup:  access (password), user briefing and supervision
• Maintain accurate control, recording and monitoring of vehicle logbooks, fuel receipts, maintenance invoices (tyres, service, repairs)
• Collection of fleet information and the accurate and timely entry of data into the FMS.
• Timely and accurate entry of data and information to the FMS (fuel, maintenance, mileage, safety, etc.)

4. Logistics & MSZ Property Maintenance 

• Ensure all teams receive supplies and stock in good time
• Facilitate smooth office operations by ensuring all logistic requirements are available
• Support installation and maintenance of various technical equipment such as communication devices, generators, and medical equipment
• Support and oversee any maintenance or refurbishment of MSZ offices, clinics and properties in collaboration with the landlords
• With support from Procurement, engage with service providers such as landlords and security companies and sign service contracts in the interest of MSZ
• Ensure timely payment of rentals for all  MSZ offices within the Country and payment of security bills

Qualifications & Experience (essential/desirable)

• Minimum Diploma in Transport and Logistics or equivalent
• Three (3) years’ experience in fleet and logistics management
• Experience in supervising teams in fleet and logistics preferable
• Experience in working with fleet tracking systems
• Good communications skills.
• A self-starter with the ability to work under pressure
• Strong computer skills especially in MS Excel

Personal Attributes

• Solution focused with determination to drive change
• Ability to work autonomously
• Able to rally country teams around initiatives, both face-to-face and remotely
• Sound internal communication acumen and inter-personal skills
• Ability to work to tight deadlines, prioritise and multi task
• Strong personal commitment to the goals of MSZ and the vision to put it into practice would be desirable
• Must be pro-choice

Other:

Able to travel extensively

Note: MSI takes a zero tolerance approach to fraud and bribery, terrorism, money laundering, sexual harassment, sexual misconduct or any safeguarding issues. Applicants will be subjected to a Police Clearance Check and Reference Checks.

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