Fleet & Administrative Assistant (3) Job at World Vision Kenya

Fleet & Administrative Assistant (3) Job at World Vision Kenya…See Details on how to apply for the job vacancy available at World Vision Kenya.

World Vision is an international Christian relief, development, and advocacy organization working in almost 100 countries worldwide to create lasting change in the lives of children, families, and communities to overcome poverty and injustice.


  • Fleet & Administrative Assistant (3)

Responsibilities:

Administrative Support Services 40%

  • Facilitate receipt, recording, and distribution of parcels and mails
  • Safeguard and filing of all documents generated in the Administration department.
  • Support the Administration Manager in preparation of documents needed for supplier payments, and forwarding them to Finance for payment.
  • Keep vehicle movement logbook up to date.
  • Support in the retrieval of documents during audits
  • Prepare monthly and other vehicle reports and file copies of the same after approval.
  • Forward all invoices, receipts, and fuel returns to fleet management for the payment process.
  • In case of accident/ incident, notify the fleet office and forward detailed reports and necessary documents for claim processing
  • Facilitate delivery of goods from suppliers/ stores to the field offices
  • Carry out office errands as directed by the supervisor
  • In collaboration with the Administration, the department liaise with service providers to ensure quality services

Staff & Visitors Facilitation 40%

  • Timely facilitation of staff to and from work and to other official duties.
  • Ensure courteous facilitation of visitors, partners, and donors to the field and other official engagements.
  • Ensure the safety of staff, vehicle, and other road users while on a trip
  • Ensure mobilization of all resources necessary for safe and effective staff facilitation
  • Work with respective staff to plan and coordinate field facilitation services.

Vehicle Maintenance and Management 15%

  • Ensure vehicle cleanliness all the time.
  • Keep vehicle movement logbook up to date.
  • Check mechanical and operational soundness of the vehicle.
  • Ensure that the vehicle allocated to you has all the necessary safety and security equipment.
  • Ensure that the vehicle is serviced and maintained as recommended by the manufacturer.
  • Check and ensure that all vehicle tools and accessories are in place and in good working condition.
  • Undertake minor repairs and recommend for major vehicle repairs.
  • Ensure that vehicles are parked in secure areas when traveling
  • Keep abreast of traffic laws and ensure adherence.
  • Surrender vehicle keys and fuel card to the fleet office at the end of every trip
  • Report all vehicle malfunctions to the fleet office.
  • Initiate procurement process for all motor vehicle repairs and maintenance.
  • Ensure display of insurance certificate stickers in the vehicles allocated to them.
  • Facilitate annual government inspection of vehicles allocated to you as may be necessary.

Others 5%

  • Attend and actively participate/lead trans teams, group devotions, chapel, and other events.
  • Coordinate and participate in the rollout and implementation of departmental initiatives.
  • Participate in committees and task forces, as assigned.
  • Perform any other duties assigned from time to time.

Qualifications;

  • Diploma in Business Management or related field from a recognized institution
  • At least five years’ experience administrative work and in driving class A (Motor omnibus), B, C, and E vehicles with safe driving records.
  • Computer skills, including proficiency in MS Office suite
  • Valid driving license with class A, B, C, and E
  • Valid driving license with class A, B, C, and E
  • Basic knowledge of vehicle maintenance
  • Automobile Association of Kenya competence certification.
  • Current Certificate of Police clearance
  • Training in automobile engineering is an added advantage
  • Training in defensive driving from a recognized institution
  • Training in First Aid
  • Ability to conduct minor diagnosis and troubleshoot
  • Knowledge of transport regulatory acts/Law
  • Experience in Nairobi city driving and be conversant with the entire country road network
  • Track record demonstrating high integrity, reliable and dependable
  • Excellent communication skills
  • Ability to work with minimal supervision.

How to Apply

Interested applicants should CLICK HERE to apply.

Application Deadline:11th March 2021.

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