Manager, Fleet and Transportation (GMG/SEG 1)

Job Purpose

Under the general direction of the Director- Property, Security, Asset Management & Office Services, the incumbent is responsible for the management, assignment, maintenance and security of the Ministry’s fleet management systems and procedures, in accordance with the Financial Administration and Audit Act and Regulations and the Revised Comprehensive Motor Vehicle Policy for the Public Sector. 

Key Responsibilities

Technical/Professional: 

• Manages the day-to-day operations of the fleet and transportation Section to ensure continual performance and improvement; 
• Ensures that all required processes, systems and controls are in place within the section to enable achievement of its objectives and the safe custody of motor vehicles, accessories and advance cards for fuel; 
• Ensures that the section operates within the prescribed budget; 
• Designs, implements and monitors mechanisms, ensuring adherence to Public Sector Motor Vehicle Policy and the Financial Administration and Audit Act; 
• Ensures that Driver’s licence for each driver is current and free of encumbrance;
• Collaborates with the ICT Branch to design ICT solution to provide alerts on the validity of insurance, certificate of fitness and licence for motor vehicles and requests payment through Finance and Accounts Division when applicable; 
• Designs and manages approaches that ensure logbooks for motor vehicles are maintained on a daily basis and monitored periodically; 
• Collaborates with the Tax Administration Jamaica to ensure that motor vehicle taxes are paid on time and related matters are addressed; 
• Establishes and maintains duty roster of drivers on a weekly basis on the transportation requirement of the Ministry; 
• Implements and maintains schedules to dispatch parcels and transportation of staff on official business or extenuating circumstances, as applicable; 
• Reviews business processes and recommends and implements changes in transport procedures; 
• Manages the maintenance of all fleet by preparing the relevant requests and dispatching motor vehicles to approved garages for regular service and monitoring the work done;
• Manages the maintenance of an appropriate record-keeping system to reflect activities associated with the inspection, maintenance and repair of all vehicles and authorizes vehicles to be repaired, serviced and inspected by the mechanic, whenever necessary;
• Researches and assesses replacement options for vehicles in the Ministry’s fleet;
• Liaises with the MOFPS and motor vehicles dealers to co-ordinate the purchase of motor vehicles for the Ministry and its Agencies; 
• Schedules vehicle assignments to economize on fuel consumption; 
• Maintains inventory of motor vehicles and operational costs;
• Reconciles receipts with statements from relevant companies repairing vehicles;
• Analyses fuel statements from gas stations for consumptions trends and recommends conservation mechanisms; 
• Monitors the use of the advance card system and flag breaches and other irregularities;
• Devises, implements and monitors mechanisms to ensure safe parking of vehicles, especially larger units; 
• Arranges for re-training and recertification of drivers and registration and recertification of vehicles; 
• Visits accident sites, prepares reports and communicates to relevant officers in accordance with existing regulations, and follows up on such reports (investigation); 
• Keeps records/history of drivers and accidents; 
• Requests Board of Survey for the disposal of obsolete and redundant motor vehicles from the main inventory; 
• Responds to Audit queries/observation relating to motor vehicles issues and related matters;
• Keeps abreast of changes and new developments in transport and fleet management. 

Management/Administrative: 

• Prepares and implements the Budget, Operational & Work Plans for the Fleet and transportation Section; 
• Maintains safe custody of motor vehicle keys; 
• Conducts meetings with Drivers of fleet vehicles to identify problems and improve efficiency;
• Supervises the preparation of periodic reports to the Director and other relevant stakeholders. 

Human Resource: 

• Provides leadership to staff through effective objective/goal setting, delegation and communication; 
• Monitors the routine operations of the Unit and oversees and participates in the review and evaluation of the work of staff members; 
• Identifies and manages the developmental and welfare needs of staff in the Section;
• Conducts performance appraisal of staff as required, quarterly and annually;
• Fosters teamwork, a harmonious working environment and promotes collaborative working across Divisions/Units; 
• Ensures that training and other development needs of employees are adequately identified and addressed; 
• Promotes the building of institutional knowledge for the Section, by ensuring that established systems and procedures are documented and disseminated; 
• Recommends vacation leave and approves sick and departmental leaves for staff in the Section and participates in the administration of staff benefits, in keeping with established human resource policies; 
• Recommends disciplinary action, in keeping with established human resource policies;
• Conducts staff meetings as required; 
• Ensures that staff adhere to the policies and procedures of the Ministry and the Section;
• Ensures that staff is provided with adequate and appropriate physical resources to enable them to undertake their duties efficiently and effectively; 
• Performs all other duties and functions as may be required from time to time.

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills 
• Ability to motivate, supervise and provide sound leadership to staff 
• Ability to operate government-owned vehicles 
• Attention to detail 
• Adaptable to change 
• Ability to multi-task 
• Highly developed decision-making skills 
• Well-developed planning, organizing, problem solving and human relations skills
• Excellent time management skills 

Technical: 

• Sound knowledge of policies, regulations and procedures relating to the management and maintenance of government-owned vehicles 
• Knowledge of the principles and practices of fleet management 
• Knowledge about Automotive Trends and Equipment 
• Knowledge of the Road Traffic Act 
• Strong knowledge of motor mechanics 
• Proficiency in the use of relevant Microsoft Office applications 

Minimum Required Education and Experience

• Bachelor’s Degree in Management Studies, Public Sector Management, Business Administration or similar discipline OR NVQJ Level 4 Automotive Management – HEART NSTA; 
• Certification in Auto Mechanics/Fleet Management Processes would be an asset;
• Three (3) years’ experience working in a fleet management or transport environment.

OR 

• Associate Degree in Automotive Management, Management Studies, Business Administration or similar discipline OR NVQJ Level 3 Automotive Management – HEART NSTA; 
• Certification in Auto Mechanics/Fleet Management Processes; 
• Five (5) years’ experience working in a fleet management or transport environment.

Special Conditions Associated with the Job

• Required to work on weekends and holidays 
• Required to work before and beyond normal hours 
• Required to travel islandwide 
• Required to hold a valid driver’s licence and own a reliable motor vehicle 

Please note that only shortlisted applicants will be contacted.