Senior Administration Officer (Fleet & Stores) – University Research Co

• Regularly review and monitor the implementation of vehicle & motorcycle guidelines in line with the URC Standard Operating Procedures and Operations guidelines.
• Receive, review documents for payment of vendors for hired vehicles, process payments for vehicle repair bills in line with URC Standard Operating Procedures and USAID guidelines.
• Monitor the vehicle tracker and the Blanket Purchase Agreements (BPAs) for hired vehicles for USAID RHITES-EC.
• Monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate.
• Ensure project-owned vehicles are properly licensed, insured, maintained and repaired.
• Monitor vehicle defect & mechanical reporting for all drivers, each report should describe detailed faults that require repairs.
• Monitor the fleet management software and report any discrepancies in vehicle usage.
• Prepare monthly fuel requisitions and accountabilities through tracking of fuel card utilization for each vehicle and make monthly reconciliation of bills.
• Regularly review and monitor the implementation of procedures and guidelines on storage, stock & inventory control, and distribution of supplies and consumable materials to different user departments in line with URC Standard Operating Procedures and USAID guidelines.
• Oversee usage of expendable supplies ensuring that these are expended judiciously and avoiding any stock-outs.
• Maintain assets and manage the asset register, i.e., regular updating, insurance, disposal planning and proper utilizations of project assets in line with URC Standard Operating Procedures and USAID guidelines.
• Periodically carry out stores and assets auditing to review the reliability and integrity of stock and assets management information & activities and make appropriate recommendations to curb the gaps in line with the URC Standard Operating Procedures and USAID guidelines.
• Supervise, appraise, support, and maintain a motivated team including Stores Management Specialist and Drivers, through giving constructive feedback, coaching and mentoring, in accordance with the human resources guidelines.
• Prepare and submit monthly Fleet & Stores report to Senior Operations Manager regarding the performance of the fleet and stores section as per the set targets in line with the URC Standard Operating Procedures and guidelines.

• A Bachelors Degree in Business Administration, Transport Logistics or other related field.
• A Post Graduate Diploma in Business Administration is an added advantage.
• 5-7 years’ experience working in an NGO preferably as a fleet officer.
• Knowledge in Purchasing, Supply and Stores Management.
• Knowledge in fleet management.
• Excellent oral and written communication skills. Demonstrated leadership, interpersonal and teamwork skills with ability to lead multi-disciplinary teams, proven ability to set priorities, multi-task, and work collaboratively as well as independently.

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