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Programme Operations Officer
Key duties & responsibilities for the role include:
Operations
- Provide or coordinate training to those using MMK vehicles and motorbikes, orienting 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 ensuring drivers and riders 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.
- Approve maintenance requests and prepare job cards.
- Update and manage vehicle assignments/allocation.
- 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 and responding promptly to urgent maintenance requests 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/MMK.
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 and maintain detailed tracking and usage reports of the MMK 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).
- 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 food safety in line with MM 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 communication with relevant stakeholders.
- Identify, document and report to supervisor and suppliers on stocks that do not meet MMK contractual KPI’s and health regulatory specifications using a scorecard and work with suppliers to correct the issues.
- 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 MMI warehouse SOP’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 institute innovative procedures and practices.
- Review warehouse space availability periodically 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.
Essential
- A Bachelor’s degree in transport, logistic or operations management or related field.
- At least five years’ experience working in a similar role.
- Expertise in managing fleet operations that include contracted suppliers.
- Advanced and well-developed inter-personal skills, with solid track record in persuading and influencing others.
- Proven ability in warehouse operations and policies, stock control methods and systems, and safety and health guidelines.
- Growth mindset and enthusiasm for learning, feedback and continuous improvement.
- Advanced and well-developed inter-personal skills, with solid track record in persuading and influencing others and ability to communicate well across all levels.
- Track record demonstrating high integrity, reliability and dependability.
- Possess a flexible approach to managing and prioritising a high workload and multiple tasks in a fast-paced environment with tight deadlines.
- Able to work well with people of different cultures and nationalities.
- Familiarity with using fleet and warehouse management systems, including proficiency in MS Office suite.
- Background or basic understanding of vehicle mechanics, 4x4s, and motorbikes.
- Valid driving license with class A, B, C and E
- Must be a Kenya citizen with a current Certificate of Police clearance.
Desirable
- Understanding of the principles of international development.
- Understanding of the place of school feeding in relief and development.
- Training in defensive driving from a recognized institution.
Country Director
Key responsibilities:
- Develop and implement multi-year strategies aligned with global priorities.
- Ensure compliance with legal requirements and internal controls.
- Develop strong relationships with the Board of Trustees, and ensure they are fully supported and informed on the Kenya programme and wider global programmes activities.
- Lead strategic initiatives for programme expansion and development.
- Work alongside other NGOs, government and international partners to share best practice and further the interests and reach of Mary’s Meals, engaging strategically with the Government and other major stakeholders.
- Role model our culture and values in all aspects of your work.
Required Skills & Experience:
- Minimum 5 years of experience working as a Country Director or an equivalent senior leadership role within an NGO in a developing country.
- Exceptional leadership skills with a pragmatic approach to implementation.
- Proven ability to lead high-performing teams and manage change.
- Strategic thinker with excellent communication skills.
- Extensive operational/logistical experience in a fast paced, comparable programme with responsibility for, financial resources, assets and external relationships.
- Experience in financial management, budgeting, and reporting.
- Cultural sensitivity and adaptability to diverse backgrounds.
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Benefits:
- 8% non-contributory pension contribution – after 3 months (for international candidates the 8% pension contribution will be paid as a part of salary)
- 34 days annual leave (including bank holidays), increasing by 1 day each completed calendar year, to a maximum of 39 days (+ option to buy another week)
- Flexible working
- Employee Assistance Programme, including perks and cash back opportunities
- Life assurance
Method of Application
Use the link(s) below to apply on company website.
If you want to become part of a worldwide movement of people who will not accept that any child in this world of plenty should endure a day without a meal, then we would love to hear from you.
Applications stating expected salary and CV (including contacts for three referees) should be e-mailed to jobs.kenya@marysmeals.org indicating the position title and applicant’s name in the subject line.
All attached files should be saved under the applicant’s name.