Fleet and Administration Manager

Overview

Provide strategic leadership to Fleet Management and Administrative Services functions.

You have:

• Degree in Business administration, Supply Chain/ Logistics Management, Project Management or Finance and/or any professional/postgraduate qualification in the relevant field
• At least 5 years’ relevant experience in middle or senior management preferably in Administration and/or Fleet Management
• Knowledge and understanding of WV policies and directives related to Fleet management
• Knowledge and understanding of Burundi administrative environment
• Fully computer literate in Microsoft Office applications (Word, Excel, PowerPoint and Outlook)
• Fluency in written and spoken French and English
• Ability to work effectively in a multicultural environment
• Ability to influence, negotiate with and persuade staff at all levels of the organization
• Ability to manage time effectively and prioritize tasks
• Analytical ability to draw pertinent conclusions

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

PURPOSE OF POSITION****:

To provide strategic leadership to the Fleet Management and Administrative Services functions and ensure timely, technologically-sound, professional and cost-effective services to the national office and programs at all times. Reporting to the Finance and Support Services Director, this role is responsible for ensuring that Fleet Management Policies and guidelines\ procedures are followed to support WVI Burundi Ministry, Development a Fleet Management Strategy that minimizes costs, promotes efficiency and Safety.

Overseeing and Managing General Administration Systems, that Facilitate repair/maintenance of estates, Management of Outsourced Service providers to ensure WVI Burundi Staff has a Clean and Safe Working Environment to optimize productivity.

MAJOR RESPONSIBILITIES

Leadership and Strategic Management.

• Lead the development, timely and professional implementation and or review of systems for Fleet unit and Administration Support Services to ensure they are aligned to set standards, responsive to internal and external customers and are cost effective.
• Plan, coordinate and manage all administrative procedures and systems for the National Office.
• To develop, implement and review the operating plans and budgets for the unit and support other units and projects/programs to prepare their own budgets relating to Fleet Management and Administrative Services in relation to the entire national office support services requirements/ needs for every year.
• Provide line management and leadership support to staff of the units falling under Admin and Fleet Units.
• Actively engage in the negotiation, implementation, monitoring and reporting of relevant Service Level Agreements (SLAs) (In relation to Administrative Service and Fleet) with the external Service providers like Office Cleaning Services, Travel Management, Security Services, Hotel and accommodation, Outsourced garages, Taxis etc.
• Work with Supply Chain Unit to identify qualified Accommodation and Conference Facilities, Event Planners, Cleaning Agencies, Water Suppliers etc. for supply of essential services to the National Office.
• Oversee and manage all facilities services and maintenance responsibilities of the National Office to ensure they are fit for purpose and meet regulatory requirements.
• Work with Operations Division to establish a comprehensive inventory of office premises and assets with adequate documentation on any legal aspects, ownership and transition plans.
• Management of Office Space - plan & allocate office space for existing and expected staff to ensure optimum use with emphasis on security of both staff & assets.
• Develop procedures for management of conference halls to reduce conflict and to ensure that all meeting rooms are arranged and has necessary facilities or amenities.

Provide guidance and support to all Clusters and the National Office in administration related issues

• Keep all Clusters informed of new developments in Administration related issues. Special attention will be given to compliance with local administrative procedures.
• Ensure all departments at the NO and in the Clusters are current with the corporate and local procedures and processes in force in the country.
• Ensure there is a sound administrative system for inventory, asset control and maintenance, distribution and receipt of all WVIB materials/goods – in accordance with WV’s Procedures and Donors requirements for Grants.

Design appropriate training programs for administrative staff at the NO and in the Clusters.

• Meet with the Clusters and NO Administrative staff and identify areas for improvement in their performance.
• Coordinate with the P&C, CPMs, and Department Heads the design/identification of appropriate training courses for them.
• Train NO and Clusters Administration staff on basic WV procedures, best practices, etc. as required.

Perform other administrative duties in a manner that supports the Country Office Team and improves WVI Burundi efficiency and effectiveness.

• Inform other team members of activities, initiatives, etc. in the area of Administration.
• Assist NO and Clusters staff in examining how operations are organized, identifying possible areas where operational efficiency can be improved, and recommending, assisting in implementing alternative course of action

Fleet Management.

• Strengthen Standardization and enforcement of fleet management procedures, guidelines and processes;

• Initiate, develop and implement fleet Management standards and systems to ensure efficient use of vehicles and transportation services in support of program objectives.

• Analyze and disseminate information from fleet management system for management decision.
• Ensure that all organization’s motor vehicles and motorcycles are properly insured in accordance with the set policies.
• Promote and spearhead safety driving /riding of motorcycles and motor vehicles in the organization.
• Management of fleet and logistics related contracts for goods and services
• Analyze vehicle status and cost upkeep, provide recommendations on vehicle disposal and replacement.
• Support the implementation of the security management plan for the country program through providing adequate transport planning and support.
• National Office Fleet Management is well managed in accordance with World Vision Fleet policy and procedures.
• Support the Finance and Support Services Director in accessing and coordinating technical resources available from the Global Center or Region for Support Services Division (Fleet Management).

Capacity Building and Technical Training

• Coordinate the assessment, development and implementation of the national office capacity building plan for Fleet and security management based on local security risk assessments.
• Seek to develop a culture of security awareness and monitor staff compliance.

7. Management of WVI Burundi Reception and Telephone System.

• Ensure that WVI Burundi reception is well managed in a manner that enhances the image and values of the Organization.

• Ensure that WV Telephone systems are well managed and operational at all times.

  8. Staff performance management.

• Conduct staff appraisals and monitor performance through mentoring, coaching and empowerment

• Supporting the personal and professional development of individuals to enhance their performance
• Ensure staff go on leave.

Knowledge, Skills & Experience Abilities

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

• Degree in Business administration, Supply Chain/ Logistics Management, Project Management or Finance and/ or any professional / postgraduate qualification in the relevant field
• At least 5 years’ relevant experience in middle or senior management preferably in Administration and \ or Fleet Management.
• Knowledge and understanding of WV policies and directives related to Fleet management.

• Knowledge and understanding of Burundi administrative environment.

• Fully computer literate in Microsoft Office applications (Word, Excel, PowerPoint and Outlook).

• Fluency in written and spoken French and English.
• Communicates clearly and effectively in a style that inspires confidence and builds credibility with staff
• Ability to work effectively in a multicultural environment
• Analytical ability to draw pertinent conclusions.
• Ability to influence, negotiate with and persuade staff at all levels of the organization.
• Ability to manage time effectively and prioritize tasks
• Ability to maintain achieve operational efficiency and identify and mitigate risks related to administration.

Work Environment

• Work environment: Office-based with frequent travel to the field
• Travel: 20% Domestic/international travel is required.

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: wvi.org