The position holder will manage the operation and maintenance of EGPAF Kenya’s motor vehicle pool (Over 20 Foundation owned vehicles and hired vehicles). S/he will oversee all the compliance and reporting as it relates to the Foundation’s transport and fleet management policies. The position holder will develop and implement vehicle preventive maintenance programs and will manage the fleet department budgets, ensuring the Foundation obtains maximum value for money in its fleet management. The position holder will, in collaboration with the procurement department, develop and maintain outside vendor and service provider relationships to optimize fleet and transport management within EGPAF Kenya.
Efficient Coordination of Ground Transportation in support of EGPAF Country Program
Develop a route optimization map for each of EGPAF Kenya’s main implementation locations (Homa Bay, Kisumu, Turkana and Nairobi)
Ensure that all travel requests to EGPAF supported facilities/sites are submitted minimum 5 days before the date of intended travel
Prioritize allocation of EGPAF internal fleet based on received requests and using the route optimization map to minimize duplication on vehicle requirements
Determine and seek approval for any extra needs for vehicle/taxi hire
Communicate allocated transport to all requesters minimum 48 hours before date of intended travel
Ensure all vehicles depart and return on time, and will perform pro-active satellite monitoring as well as communications with drivers throughout the day to ensure planned routing is executed as anticipated
Air Transport Coordination
Ensure all air travel requests by EGPAF staff are received and processed minimum 7 days before the date of travel
Establish and maintain arm’s length contractual relationships with travel agents, and where possible directly with the airlines with a view to ensuring that all tickets sold to EGPAF are priced competitively
Maintain a log of all air travels that have a change of flight request indicating the reason for change, cost to the Foundation and the approver for the change of flight.
Coordinate ground transportation needs for all air travelers (local travel) on both departure and return legs including optimizing efficiencies for pick-up/drop-off on group travels
Ensure travel agents invoice within 10 days of end of trip, and that Finance processes air ticket invoices within 10 days of receipt
To apply for this job please visit www.brightermonday.co.ke.