Summary
Date Posted: Wednesday, December 16, 2020 , Base Salary: Not Disclosed

JOB DETAILS:
Job Title: Support Services Manager
Reporting to: Finance & Support Services Director
Grade Level: 16
Work Location: Nairobi
Purpose of Position
To provide management for the World Vision Kenya Fleet, Facilities management and other essential services that provide employees with a safe and comfortable work environment ensuring corporate and regulatory compliance plus the proper operation of all buildings, spaces and outsourced services to create an optimal, safe, and cost-effective environment for employees to efficiently carry out their daily tasks. .

Major Responsibilities
Fleet Management 40%
• Coordinate fleet acquisition, management and disposal in accordance to World Vision Policies
• Ensure all World Vision Kenya vehicles are registered and adhere to all NTSA requirements and regulations.
• Ensure efficient utilization of Management of WVK assets including Motor Vehicles and Motor Cycles
• Coordinate the proper custody and utilization of all World Vision Kenya fleet including motorbike, generators etc.
• Ensure compliance with government regulations on Vehicle maintenance, operation, certification and disposal.
• Ensure compliance with World Vision Kenya policies on fleet maintenance, operation, certification and disposal.
• Conduct business process reviews to identify any potential threats for mitigation
• Coordinate capacity building for drivers, riders, machine operators etc for competence and safety.
• Review allocation and utilization of the fleet to ensure costs are minimized for efficiency.
• Conduct monthly fuel efficiency per vehicle to determine any variances and identify gaps
• Conduct monthly vehicle monitoring to determine vehicle compliance with World Vision polices in relation to travelling times, speed, capacity etc and institute requisite risk mitigation measures
• Assist in the preparation of budgets by providing cost estimates related to fleet including travel, maintenance, transportation etc
• Keep abreast of rules and regulations issued by Transport Authorities pertaining to vehicle maintenance, certification, and disposal and ensuring WVK adheres to the same.
• Ensure WVK fleet policy and assets, stores and documents disposal policies are adhered to. Ensure that the policies are updated to reflect the current market and business trends.
• Coordinate staff facilitation and transport
• Ensure that all staff, guest relations, donors are facilitated effectively
• Ensure that WVK Fleet is operated safely and efficiently as per fleet policy
• Coordinate capacity building for Drivers (training on defensive driving, fleet safety, vehicle maintenance, passenger handling).
• Ensure timely serving and repairs of WVK fleet.
• Ensure timely procurement of fleet insurance services ensuring cost efficiency and value for money
• Ensure all fleet incidences are reported timely in accordance to WVI Policies and regulations and all incidences are investigated timely for closure
• In Liaison with the insurance company/ Brokers ensure that any vehicle involved in an accident is promptly attended to and the relevant authorities notified and incident reported promptly in accordance with the WVK Policies.
• Coordinate staff transport facilitation ensuring trips are well planned to leverage on pooled transport
Facilities Management & General Office Administration 30%
• Ensure all World Vision staff have a safe and optimal work environment and support the field offices to ensure the same.
• Continuously review office space utilization to ensure optimum allocation and that all staff have sufficient work space
• Co-ordinate all aspects of operations such as maintenance and servicing and installations of the alternative power supply, water, electrical networks, fire alarms systems and safety equipment.
• Co-ordinate all aspects of operations such as maintenance and servicing and installations of the alternative power supply, water, electrical networks, fire alarms systems and safety equipment.
• Ensure all repairs and Maintenance of the building and all the surrounding areas are carried out as appropriate.
• Ensure daily functioning of office and housing facilities including repairs and minor renovations.
• Ensure timely preparation of budgets and payment of utility bills
• Ensure WVK events happening are well-coordinated and procurements and event protocols are in line with World Vision Policies is in adherence to
• Ensure timely provision of hospitality and housing requirement for expatriate (international staff) and coordinate acquisition, maintenance and upkeep of expatriate housing.
• Ensure WVK is in compliance with County government by-laws by acquiring permits and making payment for necessary licenses
• Ensure that WVK Karen complex is safe for occupation as per OSHA, DOSH, ERC requirements and other regulations and support the field office sites to implement the same.
• Offer secretariat services to the OSH committee and support the committee to ensure compliance with the OSH requirements including, registration of work places, renewal of license, annual audits, Risk assessments, implementation of audit recommendations, training of OSH committee members, reporting and investigations of accidents and incidents and awareness creating awareness to staff on occupational Health and Safety , fire and safety trainings, First aid training among other trainings for improved culture of occupational health and safety.
• Support and coordinate ERC committee activities.
• Coordinate for provision of daily operational services including, courier, mail distribution, kitchen supplies, first aid supplies etc
• Provide overall maintenance of World Vision Facilities
• Prepare monthly administration reports noting any areas of concern for risk mitigation
• Ensure effective utilization of WVK assets in a most cost-effective manner
• Ensure proper custody of WVK assets.
Outsourced Services Management 15%
• Facilitate custody and monitoring of contracts between WVK and outsourced services and facilitate renewals.
• Manage the performance of contracts by Outsourced service providers for office and facilities maintenance ensuring that World Vision gets value for money
• Oversee smooth operation of the, Security, Catering, Cleaning and Staff wellness services within WV Karen Complex
• Manage the performance of contracts by contracted service providers for office and facilities maintenance ensuring service provided to World Vision are satisfactory and as spelt out in the Service Level Agreement.
Team Management 10%
• Model a high standard of personal Christian leadership, ministry and integrity through lifestyle and work relationships that support spiritual development of the team.
• In close collaboration with P&C, ensure right program staff are recruited, retained, and provided with intentional opportunities, mentoring and coaching for development.
• Assess and plan for staff capacities/competencies.
• Engage appropriate SMEs for identified training gaps
• Facilitate capacity building of staff on technical modules, through trainings, workshops, OJT, technical backstopping etc.
• Staff supervision and guidance to ensure overall quality and comprehensive management of technical program
• Provide technical support and Matrix supervision to all staff implementing the TP in the field ensuring quality of work is sustained
Others 5%
• Participate in committee & Task forces requiring security input or guidance.
• Any other duty that may be assigned by the supervisor or designee

Job Skills: Not Specified

Knowledge, Skills and Abilities
• Minimum of 8 years work experience in administration and fleet management in a busy organization, with at least 4 years’ experience in a managerial position
• Track record demonstrating high integrity, reliable and dependable
• Excellent communication skills
• Networking and influencing skills
• Ability to work with minimal supervision.
• Fluency in English
• Experience in supervision skills, including training, mentoring and supporting staff
• Excellent written and verbal communication skills, including report-writing and formal communication skills.
• Excellent computer skills, including proficiency in MS Office and Lotus Notes (or another main email system such as Microsoft Outlook).
• Strong negotiation skills.
• Cross-cultural sensitivity, flexible worldview, and ability to work with a wide range of people from different backgrounds.
• Emotional and spiritual maturity and ability to lead a team of professionals.
• Working experience with Fleet Forums
• A Bachelor’s degree in Engineering (water, civil, automobile, mechanical, electrical), Business Administration, Social Science or related field from a recognized university
• Post Graduate training in Fleet management and/or facilities management (an added advantage)
• Business oriented mind set
• Track record demonstrating high integrity, reliable and dependable
• Excellent communication skills
• Networking and influencing skills
• Ability to work with minimal supervision.
• Excellent written and verbal communication skills, including report-writing and formal communication skills.
• Excellent computer skills, including proficiency in MS Office suite.
• Strong negotiation skills.
• Cross-cultural sensitivity, flexible worldview, and ability to work with a wide range of people from different backgrounds.
• Emotional and spiritual maturity and ability to lead a team of professionals.
• Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context.

Job Education Requirements: Not Specified

Job Education Experience: Not Specified

Work Hours: 8

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