Transport and Administration Supervisor

Summary of the position

The position is responsible for managing a wide range of logistical and administrative functions across all business units within the Arba Minch Office. This includes overseeing transport, inventory and asset management, distribution, and human resources tasks such as recruitment support, leave, and attendance management. Additionally, the role involves managing lease agreements, and supervising team members. 

Main Responsibilities:

Transport Management

• Manage company’s vehicles, making sure effective and efficient utilization,
• Ensure timely maintenance, service, and monitoring of vehicle movement and safety and security.
• Verify that vehicle log sheets are completed and signed off before every trip and are returned to the office daily.
• Ensure drivers conduct daily vehicle checks for operational readiness and report any issues.
• Prevent unauthorized staff from driving vehicles and coordinate driver assignment approvals.
• Ensure all drivers comply with safety and Company policies during vehicle use.

 Administration

• Handle local procurement of goods, services, and works, and collaborate with the country office procurement team for higher-value procurements.
• Monitor office lease agreements and ensure timely renewals.
• Monitor and ensure that staff under supervision fulfills their obligations and routine duties.
• Maintain and regularly update official personnel files and records for the program.
• Prepare monthly staff list reports for all field offices and for Head Office and other relevant departments.
• Manage leave and sick leave records, liaising with Head Office HR as needed.
• Provide timely updates to relevant departments, particularly finance, on any staff changes, such as employment, promotions, resignations, and transfers.
• Ensure completion and filing of recruitment information, including CVs, exam results, interview outcomes, etc.
• Manage fixed assets by maintaining accurate records of asset distribution, condition, and a return, 
•  Ensuring the asset register is regularly updated in collaboration with the storekeeper to account for all assets efficiently.