Transport Officer at Jhpiego

Under the guidance of the Senior Manager, Operations, the Transport Officer is responsible for coordination and allocation of vehicles as requested and required by Jhpiego staff. The Transport Officer supervises Jhpiego drivers/lead drivers, oversees vehicle and motorcycle operations and maintenance, fuel purchase and use and assists to operations by ensuring safe and reliable transportation and support services to Jhpiego projects. The Transport Officer will ensure all the vehicles are well maintained and roadworthy (insurance, registration, road safety) for smooth office and program operations. The Transport Officer will be proactive to work closely with the Senior Manager, Operations alongside the Senior Manager, Finance and Admin to improve transport services as required.

• Coordinate and communicate the use of daily vehicles as requested by Jhpiego staff in Tanzania office.
• Work closely with Program Assistants/regional leads to ensure proactive vehicle requests for planned activities are provided timely.
• Provide updates to Senior Manager, Operations on the fleet’s vehicle status relating to routine service/repair and maintenance.
• Oversee adherence of the Fuel Use SOP including Jhpiego fuel cards, rental card, fuel status and credit fuel facilities, and provides timely (weekly) updates to the SMT on fuel reconciliation status via the fuel card dashboard.
• Communicates with drivers and provides weekly vehicle updates to the Senior Manager, Operations for routine service/repair and maintenance and is responsible that all drivers submit monthly Vehicle Maintenance Forms timely.
• Responsible for efficient operation of fleet management system in all Jhpiego Vehicles
• Supervise and provide technical capacity to drivers/lead drivers to adhere to the Vehicle Use SOP including vehicle inspection/handover, vehicle use, fuel card reconciliation and vehicle supervision during maintenance, maintenance of vehicle road worthiness (including valid insurance). Reports any ongoing performance issues of drivers/lead drivers to Senior Manager, Operations.
• Support the Senior Manager, Operations, in raising timely requisitions required for transport unit procurements including but not limited to: vehicle insurance, regular maintenance, vehicle tools, emergency repairs, fuel replenishments etc.
• Orient new Jhpiego drivers to their role and responsibilities, train them on relevant guidelines and SOPS, supports development of probationary objectives and assesses their performance and makes recommendations for confirmation.
• Prepare fuel payment summary for Total and Credit Fuel Facilities and shares with Total Tanzania Management/Credit Fuel Facilities for fuel account QBE replenishment. Updates the invoice payment tracker/fuel dashboard data timely to improve fuel card replenishment efficiencies.
• Share (via email) completion of replenishment to the fuel card holders/credit fuel facilities after fuel account is replenished.
• Ensure every Driver is assigned with fuel card and to keep the fuel database updated all the time. Cancels and reconcile fuel cards as required when vehicles are disposed/drivers resign of project close. Responsible for reconciliation of all fuel card reconciliation before project closure.
• Conducts timely (within 3 days of submission) review of vehicle maintenance requests from drivers, updates the maintenance tracker and make thorough review before routing requisitions for approval
• In collaboration with Senior Manager, Operations, regularly follow up of service/repair status for vehicles in garages, immediately report to Senior Manager, Finance & Admin in case of delay.
• Provide mentorship to lead drivers with regards to oversight and maintenance of vehicles, drivers and fuel cards under their oversight.
• Conducts regular (quarterly) vehicle checks to ensure vehicle accessories are well maintained
• Conducts vendor checks and rental vehicles safety checks when engaged by projects for short term use (e.g. rental vehicles)
• Responsible for any vehicle handover assessment and documentation when vehicles are being accepted by, disposed from or transferred between drivers as per the Vehicle and Motorcycle Use SOP.
• In collaboration with Senior Manager, Operations and lead drivers, organizes quarterly refresher trainings for all drivers, which can include defensive driving, fuel reconciliation process and vehicle use documentation. Conduct refresher training with the whole organization on Vehicle Use and Fuel Use SOPs
• Timely reporting of vehicle accident, emergency maintenance request, late parking requests, cash for fuel used, and incident reports, advising the drivers accordingly and escalate to the Sr Operations Manager/ Senior Manager, Finance and Administration as appropriate for actions/approvals
• Supports project staff in developing route plans to guide fuel use for budget purposes.
• Supports the Senior Manager, Operations to ensure vehicle /driver roadworthiness as required by Tanzania law, including but not limited to, registration, valid insurance, valid driver’s licenses, road safety stickers and any other vehicle related requirements under the laws of URT
• Report any misuse of organization vehicles and/or any violation of organization vehicle policies and procedures to Senior Manager, Operations.
• Drive project vehicles in the absence of drivers for supporting project activities whenever required.
• In collaboration with Senior Manager, Operations and lead drivers, coordinate drivers’ monthly meeting.
• Coordinate lead drivers’ weekly meetings.
• Follow up with drivers to ensure every vehicle has necessary tools as per the vehicle use SOP
• Provide approval and coordinates taxi/bolt use for Jhpiego staff as necessary
• Support to review Bolt ride invoice for Dar es Salaam Office.
• In collaboration with the Senior Manager, Operations, review Fleet Management report generated from car track device installed in Jhpiego vehicles and share any violations detected (over speeding, excessive idling, hash braking) with Senior Manager, Operations/Country Senior Manager, Finance and Admin
• Mentor and support lead drivers in their role of fuel reconciliation review and is ultimately responsible for timely review and approval of fuel reconciliation documents. Provides final technical review and approval before routing the fuel reconciliations through Docuvantage for approval.
• In collaboration with the Senior Manager, Operations, sends out regular reminders to Drivers/Jhpiego staff to complete driver/passenger surveys. Compiles and analyses results and regular reports results to the Senior Manager, Operations.
• Work closely with the Senior Manager, Operations and Senior Manager, Finance and Admin to review and regularly update transport SOPs, tools and guidance.
• Reviews drivers/lead drivers travel expense reports
• Assume other responsibilities and assigned

CLICK HERE TO APPLY