Summary
Date Posted: Monday, November 20 2023, Base Salary: Not Disclosed

JOB DETAILS:
The key purpose of this role is to operate the depot fleet at optimal levels ensuring safety, legal compliance and adherence to company policies and standards, and in a way that reflects the company’s values and image and upholds its reputation.

Key roles and responsibilities:
Legislation and Company Requirements
• Oversee /manage compliance to fleet-related legislation within the responsible depot operations, in accordance with the Road Traffic Act(RTA)
• Stay up-to-date with fleet-related legislative changes and developments
• Conduct daily stringent inspections of the depot fleet for compliance against legal and company requirements
• Maintain and archive records and documentation as per SAB and legal requirements including maintenance job cards, licensing history, and pre-trip inspections
• Conduct depot fleet audits bi-annually with the Fleet Manager, jointly analyse findings, identify and communicate non-compliance issues to depot management and implement corrective action
Fleet safety, health and environmental (SHE) compliance
• Maintain ongoing communication with depot management and fleet suppliers on fleet SHE issues to ensure their resolution and future non-occurrence
• Weekly pre-trip and pre-trip process inspections as well as tracking and resolution management of defects recorded on pre-trip
• Provide guidance and coaching to fleet suppliers and their staff members on the implementation of fleet SHE management at depots
Fleet Master Data
• Continuously provide current and accurate depot fleet data and information for capture on SAP Fleet Master Data
• Master data governed by defined standards and applied uniformly across all fleet vehicle categories
• Conduct fleet audits bi-annually with the Fleet Manager to verify correct use of fleet administrative processes and activation mechanisms, and assist in ensuring accuracy of Fleet Master Data
• Submit all new master data requisitions as per BOP document to Regional Fleet Manager and/or Fleet Administrator when required

Fleet Maintenance Planning and Implementation
• Understand vehicle-specific maintenance and service requirements for all vehicle categories (trucks, trailers, forklifts and warehouse cleaning equipment)
• Develop and manage the depot preventative maintenance plan and schedule and adhere stringently to schedules for all vehicle categories to ensure the fleet is continuously maintained and available for optimal uptime
• Monitor utilisation of leased vehicles according to contracted mileage for optimum asset and financial return
• Make recommendations on the movement of leased trucks between depots, as and when necessary, to allow for best utilisation
• Manage depot fleet ad hoc maintenance and analyse data for reasons for unscheduled maintenance required, to identify potential trends, and where applicable, to take corrective action
• Provide correct and timeous data and information on fleet maintenance and ancillary equipment to ensure SAP information is always current and accurate
• Engage with refurbishment suppliers thought price negotiations and job execution and quality of workmanship checks
• Continuous management of COF and licensing process
• Assist regional fleet manager in terms of asset disposal according to regional procedures
Hired Vehicles
• Assist with quality checks on hired / rented vehicles when delivered and returned to suppliers
• Make sure all hired / rented vehicles are correctly captured into SAP MASTER DATA
Fleet Image
• Monitor/manage the implementation and maintaining of fleet appearance standards as per company policy i.e. weekly fleet washing and deck sweeping processes etc.
• Manage required changes to vehicle appearance through the fleet team ensuring changes are implemented correctly and timeously i.e. new branding

Fleet Expenditure Against the Budget
• Manage compliance with the Procurement to Payment Policy (PTP)
• Develop and implement necessary plans to improve performance based on the analysis of the Fleet Manager’s monthly financial report
• Explore cost control opportunities to reduce spend i.e. innovations and price negotiations
• Engage with suppliers to always obtain best possible prices / rates
Fleet Reporting
• Submit monthly KPI data as per requirement by the 5thth of each month to DSD:
• vehicle uptime and utilisation statistics,
• breakdown analysis and preventative measures to be taken,
• consumption statistics by vehicle and corrective action to be applied,
• planned vs. actual preventative maintenance schedules execution,
• vehicle safety and legal compliance (licensing, roadworthiness, tyre analysis, etc.
• Use depot/regional/national fleet reporting system to provide feedback data and information to depot management and operations staff
• Assist with data requests from internal and or external customers
• Daily management of Vehicle Condition Control Report
Strategic Improvement Projects
• Implement, monitor and manage project plans within agreed specifications, time frames and budgets
• Report on project progress against initial project requirements
• Review and communicate project outcomes against initial expectations and plans

Third Party Suppliers
• Manage, monitor and report on supplier performance against compliance and contractual obligations. (formal feedback provided on performance improvement)
• Analyse opportunities for enhancements on service delivery
• Monthly meetings and minutes compiled and send out to depot and logistical managers
• Monitor expenditure against the approved or agreed rates
• Get suppliers involved in training and engagements with logistics management so that there is mutual understanding of roles, responsibilities and capabilities
Stakeholder Engagement
• Build collaborative and mutually beneficial relationships with internal and external stakeholders
Important Fleet Management Tools
• Job description (JD)
• Competency Acquisition Program (CAP)
• National Fleet Policy Document
• National Fleet Audit Document
• Vehicle Condition Control Report (VCCR)
• KPI reporting documents
• Refurbishment model
• Fleet Best Operating Practices Documents (BOP)

Profile:
• Relevant 3 year tertiary degree / diploma
• 2 –3 years fleet functional work experience
• Applicable South African Road Traffic Act and governance knowledge
• Business and financial acumen
• Advanced proficiency in Microsoft Office, Word and knowledge of SAP
• Strong analytical ability demonstrated
• Good performance track record
• People management experience (an advantage)

Behavioural Competencies
• High levels of integrity and honesty
• Strong self-management qualities
• Planning skills
• Attention to detail
• Ability to work under pressure
• Demonstrate initiative
• Good interpersonal, verbal ability and communication skills
• Ability to adopt to change –resilient
• Demonstrate appropriate levels of assertiveness
• Good negotiation skills

Additional information:
• Band: VIII



Work Hours: 8

Experience in Months: 24

Level of Education: Associate Degree

Job application procedure
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