Consultance : Mary’s Meal recherche un.e Chargé.e des opérations de programmes au Kenya.

We are delighted to be recruiting for a talented Programme Operations Officer to join our team in Lodwar, Turkana County in Kenya.

Reporting to the Programme Operations Lead, the Programme Operations Officer will be primarily responsible for ensuring that Mary’s Meals Kenya (MMK) fleet management policies and procedures are adhered, serves as the primary point of contact for all our fleet related issues within the organization and manages a team of dedicated drivers. In the role, the Programme Operations Officer will oversee the daily operations of vehicles, including scheduling of MMK fleet and services, ordering fuel, management of equipment (fuel cards, keys, safety gear, etc.), reporting accidents and filing claims, manage key suppliers in the transport and operations function and providing capacity building and training to all relevant employees.

The Programmes Operations Officer will implement daily effective and efficient warehouse operations to maintain high standards in conformity with MMK warehouse policies and procedures. The Programmes Operations Officer will be responsible for receiving, storing, despatching, security and control of MMK warehouse stocks and supervising contingent workers.

Key duties & responsibilities for the role include:

Operations

• Provide or coordinate training for vehicle security skills to those using Mary’s Meals vehicles and motorbikes, orienting MM’s Drivers on responsible vehicle handling and usage skills.
• Enforce the use of the MMI Fleet Manual, SOPs, and local driving laws.
• Train driving staff on key vehicle processes and procedures. Test drivers and authorize the usage of vehicles.
• Control vehicle keys, ID tags, and fuel cards
• Ensure that all vehicles are clean always inspecting them before and after journeys and signing out to staff. Complete DVIRs as required.
• Ensure all fuel and maintenance transactions are traceable and documented.
• Report all vehicle related accidents per MM Accident Reporting SOP. Prepare claim forms for insurer and follow-up on claims reporting.
• Prepare fuel orders and reconcile all fuel transactions at least monthly.
• Request, approve, and record maintenance/job cards.
• Update and manage vehicle assignments/allocation.
• Sign vehicles in and out and ensure all journeys are documented.
• Manage contracts for all service providers in transport and related operation functions.
• Continuously liaise with other departments on their transportation needs.
• Organize transportation for all visitors, including transport to and from the airport, MM Offices, schools, etc.
• Schedule routine maintenance for vehicles per manufacturer guidelines, responding promptly to urgent maintenance request by staff.
• Inspect all vehicles post-service to ensure they have been serviced according to manufacturer’s recommendations.
• Ensure required documents (e.g., insurance, COF, etc.) are displayed appropriately on all vehicles, and are retrievable by the driver/MM.

Fleet Management and Compliance

• Oversee the correct installation of Fleet Management System (FMS) hardware and setup.
• Perform routine checks on the FMS ensuring optimal functionality. Work with service provider to carry out repairs.
• Prepare detailed tracking and usage reports of the MM fleet.
• Set-up/manage vehicle alerts (e.g., overspeed) and report information.
• Investigate all vehicle alerts in-line with MM policies.
• Add/remove vehicle and driver data as required ensuring FMS is updated.
• Utilize FMS reminders to schedule routine activities (e.g., vehicle service)
• Timely enter accurate data into the FMS as required by the Fleet Manual
• Review and correct exceptions reports, investigating all abnormal fleet data.
• Use FMS data to recommend strategic decisions (e.g., vehicle disposal) Reporting.
• Prepare monthly reports on vehicle usage, fuel consumption for each vehicle and mechanical equipment, investigating and providing variance explanations.
• Compile compliance report on vehicles such as insurance, registration and driving licence validity for users.
• Highlight, manage and timely escalation of all matters relating to security, risk, and optimal performance.

Warehouse Management and Compliance

• Organize and maintain warehouse with an emphasis on cleanliness, orderliness, and safety in line with MMK policies and procedures.
• Maintain detailed and accurate records of receipt, storage, and timely dispatch of stocks to schools.
• Effectively manage and coordinate hired casual labour to carry out warehouse operations.
• Supervise receiving and despatching of stocks based on approved plans and timely communicate to relevant stakeholders.
• Identify, document and report to supervisor and suppliers on stocks that do not meet MMK KPI’s/scorecards and health regulatory specifications and work with suppliers to correct the problem.
• Foster optimal use of floor space and storage area adhering to storage design principles and recommending improvements.
• Maintain the external cleanliness and undertake fumigation of warehouse and its environs, when required, in line with MMK warehouse SOPS’s.
• Ensure security of the warehouse, its stocks, and the safety of warehouse records
• Conduct monthly physical counts, reconcile variances, update records, and prepare warehouse status and projection reports.
• Identify areas of improvement and establish innovative procedures and practices.
• Review on periodic basis warehouse space availability and ensure cost-efficiency.
• Collaborate with internal and external stakeholders to deliver coherent warehouse operations.

Other

• Coordinate responses to external audits conducted by MMI Risk & Assurance.
• Any other duty as assigned from time to time.
• The role will require to travel to locations in which Mary’s Meals programmes operate.

Applications stating expected salary and CV (including contacts for three referees) should be e-mailed to [email protected] indicating the position title and applicant’s name in the subject line. All attached files should be saved under the applicant’s name. Deadline for receipt of applications is Wednesday 31^st May 2023 at 16:30 hours.

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