Job Description

• DEPARTMENT:Fleet and Security    
• REPORTS DIRECTLY TO: Operations Manager    

DIRECTLY SUPERVISES: 

• Fleet Supervisor    
• Workshop Assistant    
• Sales Assistants    
• Security Staff    

        
PURPOSE    
To provide effective overall management, control and maintenance for the company's fleet of company vehicles, ensuring security of the premises and to ensure efficient movement of raw material and products to promote the growth and profitability of the company    
        
DUTIES    

• Co-ordinates all preventive and scheduled maintenance of all vehicles, tractors, trucks, etc to ensure all vehicular assets are in perfect working condition;    
• Implements and maintains systems, procedures and facilities for efficient and effective movement of vehicles to meet the transport requirements of all departments including sales, marketing, administration, production, etc;    
• Ensures all vehicles and drivers have the appropriate documents – insurance, road worthy certificate, movement logbook, maintenance logbook and driving licence.    
• Controls and maintains fuel pumping facilities,     
• Maintains an efficient and effective inventory control system for fuel, lubricants, spare parts, tools for all vehicles, plant and equipment;    
• Organizes training programs for upgrading of driving skills for all categories of drivers;     
• Maintains a register of all vehicles and other accessories  (radio, fire extinguisher, tools, etc.) on each vehicle;    
• Develops policies and procedures for all categories of drivers;     
• Prepares budget for maintaining company’s fleet of vehicles;    
• Co-ordinates all personnel maters concerning logistics assistants leave etc;    
• Undertakes performance appraisal of logistics assistants.    
• Ensures the accurate recording of all sales vehicle and other vehicle movements as required.    
• Ensures the accurate recording of all consumption of all fuel and lubricants on a per vehicle per month basis.    
• Ensures the accurate recording of all maintenance costs with comprehensive description on a per vehicle (or plant) per month basis.    
• Presents summary reports on a monthly basis on the consumption of fuel on a per vehicle and combined fleet basis.    
• Present summary reports on sales vehicle activity and efficiencies in accord with the requirements of the company fleet manual.            

SECURITY DUTIES

• Controlling access to PGL premises.    
• Perform all security coordinating duties of the facility such as planning, coordinating and directing security matters.    
• Manage all security staff ( in-house and contractors)    
• Maintaining strong internal control systems in order to prevent breakdown of law and order within the organization.    
• Organize and maintain security of the Company premises    
• Ensuring that car park is well demarcated and controlling the use of the carport for company and visitor’s cars.    
• Developing and instituting security policies and procedures    
• Ensuring that security procedures and policies are followed.    
• Controlling the activities of container truck drivers.    
• Instituting and caring out fire drill activities.           

INTERNAL RELATIONSHIPS    

• Reports to the Operations manager.    
• Liases with production, sales and marketing and other departments to ensure the company achieves warehouse performance targets            

EXTERNAL RELATIONSHIPS    

• Maintains a working relationship with suppliers (oil-marketing companies for fuel and lubricants; and spare parts dealers for spare parts and other inputs and all other suppliers)    
• Liases with car/vehicle dealing companies for procurement of new vehicles/cars, and spare parts, maintenance and servicing    
• Liases with insurance companies, Vehicle and Driver Licensing Authority, AMA etc.    
• Liases with external contractors of renovation, expansion and other works.    
• Liases with Intercon or other security service agencies and the Police    

AUTHORITY LIMITS    

• Supervises the work of drivers, mechanics, auto-electricians and workshops dealing with the company (Japan Motors, Auto Parts, CFAO, etc.) and verifies invoices and the quality of all work performed and services rendered to the company. Maintains a petty cash impress account for day-to-day expenditure incurred by the department, i.e. transportation fees etc.    

EQUIPMENT

• Computer and Printer
• Telephone    
• Company vehicle    

Required Skills or Experience

• A Bsc. in Engineering or Transportation with three (3) years working experience in an industrial/manufacturing environment, Transport Company or a garage.
• Or an HND in Mechanical/Electrical/Industrial engineering, Transportation/Traffic engineering with a minimum of five (5) years post-qualification experience in the area of transport, fleet and workshop management or an industrial/manufacturing environment.            

SKILLS & KNOWLEDGE    

• Good computer knowledge – Microsoft excel, Microsoft word, database software, etc.    
• Very good managerial skills and interpersonal skills    
• Valid driving license            

ABILITIES & APTITUDES

• Ability to plan, organize, coordinate, motivate and control    
• Ability to communicate effectively at all levels    
• Ability to make quick and effective decisions    
• Ability to work in a team    
• Ability to delegate effectively            

PHYSICAL CHARACTERISTICS

• Capable of working under sustained pressure.    
• Must be able to work without supervision