Officer: Fleet Management Job at Border Management Authority

Fleet Management Services

• Keep BMA fleet in good condition and in a functional state
• To ensure BMA Fleet is Road worthy and licensed at all times
• Coordinate with external service providers for maintenance, repair and services.
• Approval of maintenance authorization for repairs and services
• Facilitate breakdown services
• Monitor and report on vehicle usage and availability.
• Ensure timely and efficient allocation of vehicles to meet organisational needs.
• Schedule and track regular maintenance and repairs for all fleet vehicles.
• Coordinate with external service providers for maintenance and repair services.
• Assist in the Need analysis for procurement of new vehicles and disposal of old ones. 

Administrative Services

• Updating of weekly vehicle maintenance schedule
• Maintain accurate and up-to-date records of all fleet-related activities, including vehicle registration, insurance
• Maintain records of vehicle maintenance, repairs, and inspections.
• Ensure that Log sheets are controlled and completed for all official trips.
• Booking of vehicle services as per service schedule with various service providers in the different regions and ensuring vehicles are dropped off at the respective service provider and collected thereafter.
• Sending out service notifications to all drivers and managers.
• Assist with stand by functions were officials need to be transported during afterhours.
• Reviewing and updating tracking system reports.
• Checking of monthly tracking system invoices for any discrepancies before processing for payments.
• Co-ordinate and Communicate with the Suppliers on vehicle matters as reported by the BMA officials.

Reporting and Compliance 

• Analyse, Prepare and Submitting of Fleet Management monthly invoices for any discrepancies before processing for payments.
• Assist in analysing fleet performance data to identify areas for improvement.
• Managing the administrative process for submitting Traffic Fines representations on behalf of the driver or organization if a fine is contested. Handling the payment or redirection of fines (Section 56 notices or summons) to the driver, often coordinating with Port Commanders.
• Preparing reports on fleet Performance, including fuel usage and vehicle maintenance schedules.
• Conduct regular inspection of facilities for adherence to standards and protocols and recommend corrective actions and set work priorities.
• Investigation of accidents/Incidents involving BMA vehicle.
• Prepare a report on the accident to be submitted to the Loss Control Committee
• Record Keeping: Maintaining a database of traffic offenses, fines paid, and driver misconduct records to monitor trends and enforce driver accountability
•  Attend to all Audit matter as and when required.

Personnel Management and Relations 

• Supervise and manage fleet management administrative staff
• Formulate and review performance plans for administrative staff
• Process personnel leave applications on time
• Build and maintain relationships with all BMA officers including Governance Committees for the purposes of expectations management and knowledge sharing.
• Progress and challenges in achieving the operational plans to impacted stakeholders.

Requirements

Requirements

Minimum qualifications

• Grade 12 (Matric)
• Three years Degree at (NQF 7) in Transport/Logistic management / Public Administration or Public Management.
• Fleet management will be an added advantage. 

Other requirements

• Flexibility in working hours will be required to meet demands of the role.
• May be required to work overtime.
• Valid driver’s License.
• PrDP will be an added advantage.

Minimum experience

• Minimum 4 years supervisory experience within Transport/Fleet management.

Knowledge

• South African Constitution Act, 1996
• Border Management Authority Act, 2020
• Public Finance Management Act (The PFMA) and Treasury Regulations
• National Road Traffic Act of 1996 No 93
• The Constitution of RSA, 1996.
• AARTO Act, Act 46 of 1998
• National Travel Policy Travel Framework ACT 1997
• National Treasury Guidelines and Instructions Notes
• Other relevant legislations that regulate the use of vehicles.
• Government Motor Transport Handbook