Fleet Administrative Assistant

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.Come join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!Key ResponsibilitiesTo ensure smooth facilitation and transportation of staff and partners and carry out administrative tasks of sorting mails and parcels, recording, distribution and other tasks to ensure efficient administrative support to World Vision Kenya.ResponsibilitiesAdministrative Support Services Facilitate receipt, recording and distribution of parcels and mailsSafe guard 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.Support in retrieval of documents during auditsPrepare monthly and other vehicle reports and file copies of the same after approval.Forward all invoices, receipts and fuel returns to fleet management for payment process.In case of accident/ incident, notify the fleet office and forward detailed reports and necessary documents for claim processingFacilitate delivery of goods from suppliers/ stores to the field officesCarry out office errands as directed by the supervisorIn collaboration with Administration department liaise with service providers to ensure quality servicesStaff & Visitors FacilitationTimely 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 safety of staff, vehicle and other road users while on a tripEnsure mobilization of all resources necessary for safe and effective staff facilitationWork with respective staff to plan and coordinate field facilitation services.Keep vehicle movement log book up to date.Vehicle Maintenance and Management Ensure vehicle cleanliness all the time.Keep vehicle movement log book 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 travellingKeep abreast of traffic laws and ensure adherence.Surrender vehicle keys and fuel card to the fleet office at the end of every tripReport all vehicle malfunctions to the fleet office.Initiate procurement process for all motor vehicle repairs and maintenance.Ensure display of insurance certificate sticker in the vehicles allocated to them.Facilitate annual government inspection of vehicles allocated to you as may be necessary.Knowledge/Qualifications For The RoleRequired Professional experienceAt least five years’ experience in driving class (D2/D3), B, C1, C, CE, CD and E vehicles three of which must be driving Class D(Bus) vehicles with safe driving record.Two years’ experience in administrationAbility to conduct minor diagnosis and trouble shootKnowledge of transport regulatory acts/LawExperience in Nairobi city driving and be conversant with the entire country road networkTrack record demonstrating high integrity, reliable and dependableExcellent communication skillsAbility to work with minimal supervision.Required Education & CertificationMinimum O level certificateOccupational Trade Test II for driversA diploma in Business Administration or related field is an added advantageValid driving license with class (D2/D3), B, C1, C, CE, CD and ETraining in automobile engineering is an added advantagePSV LicenseTraining in defensive driving from a recognized institutionTraining in First AidComputer skills, including proficiency in MS Office suiteBasic knowledge of vehicle maintenanceAutomobile Association of Kenya competence certification.Current Police Clearance CertificatePreferred Knowledge And QualificationsExperience working in an INGO NoteWorld Vision Kenya is a Christian, relief, advocacy and development organisation that is committed to improving the well-being of children, families and communities in Kenya. We partner with communities, the Government, sponsors, donors and corporates to help the most vulnerable children overcome poverty and enjoy life in all its fullness. With our advocacy work, we enable the voices of children and their communities to` reach decision makers, who have power to change unjust policies and practices. We implement sustainable development projects in Education, Health, Child Protection, Food Security, Economic Empowerment, as well as Water, Sanitation and Hygiene. World Vision has a vast reach in Kenya, Its transformative development initiatives are spread across 37 counties, nationwide. It serves all people regardless of religion, race, ethnicity or gender.World Vision Kenya is part of the Inter-Agency Scheme for the Disclosure of Safeguarding-related Misconduct in Recruitment Process within the Humanitarian and Development Sector and all candidates will thus be screened as appropriate for any safeguarding related misconduct.World Vision Kenya does not, and will never, solicit money for any part of its recruitment processes including short-listing, interviews, background, and/or medical check-ups.World Vision Kenya will not be responsible for such fraudulent correspondence or any loss of money or theft which may result from anyone engaging in any fraudulent recruitment activity.Applicant Types AcceptedLocal Applicants Only