DUTIES & RESPONSIBILITIES
The Transport Officer is responsible for overseeing the efficient management of vehicle operations, ensuring compliance with regulatory requirements, and maintaining accurate records. This role includes coordinating vehicle repairs and maintenance, processing payments, tracking expenses, and addressing user complaints. The Transport Officer plays a pivotal role in ensuring smooth transport operations and effective communication with stakeholders.
Key Responsibilities:
Fuel Management and Expense Tracking:
- Process fuel payments through Petty Cash Requests (PCR) and ensure timely approvals.
- Accurately enter all vehicle-related expenses into the designated vehicle files via Google
- Sheets for proper record-keeping.
Repairs and Maintenance Oversight:
- Process vehicle repair and maintenance bills by preparing Local Purchase Orders (LPO) and
- Goods Received Notes (GRN) in the ORION database.
- Issue Job Completion Certificates (JCC) or confirm completed repairs/servicing via email with the respective users.
- Submit payment vouchers to the Accounts Department for processing after obtaining necessary managerial approvals.
- Follow up with the Accounts Department to ensure timely payments to suppliers and mechanics.
Vehicle Compliance and Documentation Management:
- Monitor and ensure timely renewal of vehicle documents, including Vehicle Licenses,
- Roadworthiness Certificates, Hackney Permits, Heavy Duty Permits, etc., using a Google tracker system.
- Maintain up-to-date vehicle records in Google Sheets and a physical document register.
- Scan and distribute renewed vehicle documents to appropriate locations or departments.
Communication and Issue Resolution:
- Receive and address vehicle complaints from users or drivers through email or phone calls, ensuring swift resolution.
- Act as the primary liaison between users, drivers, and mechanics to resolve issues efficiently.
- Provide regular updates on vehicle status to all relevant stakeholders.
Maintenance Scheduling and Tracking:
- Maintain a vehicle service tracker to monitor and schedule regular servicing and maintenance.
- Ensure all vehicles are serviced on time and in line with manufacturer recommendations.
Reporting and Administrative Support:
- Maintain a comprehensive record of vehicle expenses and compliance documents in both
- digital and physical formats.
- Ensure timely submission of all reports related to vehicle operations to the relevant departments.
Key Competencies and Skills:
- Organizational Skills: Ability to handle multiple tasks and prioritize effectively.
- Attention to Detail: Ensure accuracy in records, documentation, and reporting.
- Communication Skills: Strong written and verbal communication for effective interaction
- with stakeholders.
- Technical Proficiency: Knowledge on market pricing for spares and other administrative
Qualifications:
- Bachelor’s Degree or Diploma in Transport Management, Business Administration, or a related field.
- At least 3 years of experience in transport or fleet management.
- Proficiency in Microsoft Office, Google Suite and basic ERP software.
- Strong knowledge of vehicle compliance requirements and maintenance processes.
- Excellent interpersonal and multitasking abilities.
Gmail
Yahoomail