Fleet and Administration Coordinator
2025-08-13T19:36:06+00:00
World Vision International (Rwanda)
https://cdn.greatrwandajobs.com/jsjobsdata/data/employer/comp_1685/logo/World%20Vision%20International%20(Rwanda).jpg
https://www.wvi.org/
FULL_TIME
Kigali
Kigali
00000
Rwanda
Nonprofit, and NGO
Transportation & Logistics
2025-08-27T17:00:00+00:00
Rwanda
8
Key Responsibilities:
MAJOR RESPONSIBILITIES
% of time
Activity
End Results
30% Coordinate Fleet Management Reporting and Logistics.
- Coordinate staff travels through the online fleet management system to ensure efficient and effective use of vehicles and transportation services in support of program objectives.
- Enforce compliance with established road safety and fleet management policy and guidelines.
- Prepare monthly online fleet management reports and vehicle tracking system reports for review by Admin and Logistics Manager.
- Prepare monthly fuel management reconciliation report and submit for review to Admin and Logistics Manager.
- Prepare and update the tracker for motor vehicles and motorcycles renewal and registration, Insurance, and vehicles technical inspection for review.
- Prepare the vehicle tracker reports every month,
- Supervise work towards promoting a sense of stewardship in fuel management, like combining trips, filling a full tank at the time of fuelling
- Coordinate fleet repairs and maintenance, and cleanliness of vehicles.
- Review Invoices related to MV and MC repairs and maintenance for accuracy before approval by the admin and logistics manager.
- Ensure fleet logbooks are filled well and accurately
- Ensure timely servicing of generators and are well-maintained
End Results
- Proper filing and documentation are in place for all vehicles and motorcycles insurance stickers, yellow cards, and Logbooks updated.
- Timely motor vehicles and motorcycles clearing, registration, and insurance in line with the WV vehicle policy.
- Temporary Importation letters, including repairs/maintenance and other fleet-related issues in place.
- Timely availability of Vehicle movement, fuel consumption, maintenance, accidents, and other fleet-related reports.
- Timely fleet management reports shared with the manager
- Invoices related to vehicles and motorcycle services, plan & provide training for drivers in consultation with managers
- Timely disposal of vehicles after management decision.
- Vehicle service and inspection records are in compliance with manufacturers' servicing schedules or leasing companies’ maintenance requirements, and ensure all vehicles are cleaned & in good condition.
- Staff Travel savings or cost reduction due to merged trips
- Efficiency in fuel management promoted
- Timely payments of invoices after thorough review.
- Log books are completely filled and in a timely manner
- Efficiency in generator fuel usage.
25% Coordinate General Office Management
- Coordinate facilities to the highest standards of cleanliness, efficiency.
- Coordinate a daily check of the property to ensure an acceptable condition of cleaning, grounds & waste services, and ensure that the facilities are fully operational at all times.
- Oversee cost reduction through ensuring that office lights are switched off before leaving the office, and water is used well
- Ensure all staff have a safe and optimal work environment.
- Review office space utilization to ensure optimum allocation and that all staff have sufficient work space.
End Results
- Working environment (offices and surroundings) is safe, well-cleaned, and comfortable
- Utilities (water and electricity) are well managed
- Quality service rendered by the administrative functions
- Effective Facilities Management
- Safe and comfortable work environment
- Availability of office supplies and proper maintenance of equipment’s
- Working office facilities and surroundings well well-maintained
- Satisfactory services rendered by the service providers
- Adherence to health and safety measures in the workplace
- Smooth operation of the outsourced service providers for office and facilities maintenance.
- All repairs and maintenance of the building and all the surrounding areas are carried out as appropriate.
- Office supplies and all equipment’s are working and properly maintained.
25% Coordinate Assets Management
- Coordinate effective utilization and safeguarding of WV Rwanda assets in the most cost-effective manner and according to WV Rwanda policies and procedures.
- Regularly review of the asset’s movements within the organization.
- Support the admin and logistics manager in the disposal of old and unwanted assets and inventory.
- Review proper recording and maintenance of all assets inventory.
- Register and maintain the conference/meeting room booking and schedule assignments based on registration
- Prepare the conference and meeting room and ensure any issues are dealt with in a prompt and efficient manner
End Results
- Meeting rooms is safe, well arranged, cleaned, and comfortable to use.
- Timely and effective facilitation provided to guests
- Staff tea /snacks booking forms are timely taken.
- Safe custody of WV Rwanda assets
- Assets tracking systems in place
- Disposal procedures were properly followed
- Updated assets register and inventory are in place
- Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conference
- Availability of office supplies and proper maintenance of equipment.
- Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conference
- Availability of office supplies and proper maintenance of equipment.
- Ensure old office assets or equipment are disposed off a timely manner.
- Coordinate and ensure the required supplies/stationery for the conference are in place and ready to use.
10% Coordinate staff capacity building and supervision
- Conduct training for drivers and other staff on driving safely
- Supervise head office drivers and facilities, and the inventory officer.
- Oversee performance agreements and conduct performance reviews for head office drivers, senior drivers, and facilities and inventory officers
- Ensure that staff under supervision fill the monthly LDR and complete all WV mandatory online trainings in time.
End Results
- Deserved and professional head office drivers
- Timely performance reviews to head office drivers, senior driver, and facilities and inventory officer
- Timely LDRs for drivers are filled every month, and mandatory online trainings are completed in time.
10% Coordinate Administration-related Service Providers
- Monitor the end period of service providers' contracts and ensure the renewal is done on time
- Support to review the quality of service delivery for admin-related vendors and provide feedback to the admin and logistics manager promptly
End Results
- Satisfactory services rendered by the service providers (cleaning service, security guards, office repair, and maintenance).
- Good representation both internally and externally
- Good working environment with a clean compound, old flowers or trees are replaced, among others
KNOWLEDGE/QUALIFICATION FOR THE ROLE
Required Professional Experience
- Ability to communicate precisely and clearly both in written and verbal English
- Excellent organizational and multitasking abilities
- Strong problem-solving skills
- Ability to plan for and keep track of multiple projects and deadlines
- Able to work in a cross-cultural environment
- Demonstrate willingness to learn from others and work as an effective team member
- Ability to organise and provide trainings on fleet and logistics topics
Required Education, training, license, registration, and certification
- Bachelor’s degree in Logistics Management, Business Administration, Management, or related field
- Proficiency with computers, especially MS Office
- Five and above years of experience in fleet and admin, and service management
- In-depth understanding of logistics procedures and best practices
Preferred Knowledge and Qualifications
- Good managerial skills
- Ability to drive all kinds of vehicles (automatic and manual motor vehicles)
- Valid driving license with 5 years of driving experience
- Basic Knowledge in vehicle mechanics.
- Good skills in Microsoft tools
Travel and/or Work Environment Requirement
N/A
Physical
Requirements
Language Requirements
- Have Good spoken & written English, French & Kinyarwanda
30% Coordinate Fleet Management Reporting and Logistics. Coordinate staff travels through the online fleet management system to ensure efficient and effective use of vehicles and transportation services in support of program objectives. Enforce compliance with established road safety and fleet management policy and guidelines. Prepare monthly online fleet management reports and vehicle tracking system reports for review by Admin and Logistics Manager. Prepare monthly fuel management reconciliation report and submit for review to Admin and Logistics Manager. Prepare and update the tracker for motor vehicles and motorcycles renewal and registration, Insurance, and vehicles technical inspection for review. Prepare the vehicle tracker reports every month, Supervise work towards promoting a sense of stewardship in fuel management, like combining trips, filling a full tank at the time of fuelling Coordinate fleet repairs and maintenance, and cleanliness of vehicles. Review Invoices related to MV and MC repairs and maintenance for accuracy before approval by the admin and logistics manager. Ensure fleet logbooks are filled well and accurately Ensure timely servicing of generators and are well-maintained End Results Proper filing and documentation are in place for all vehicles and motorcycles insurance stickers, yellow cards, and Logbooks updated. Timely motor vehicles and motorcycles clearing, registration, and insurance in line with the WV vehicle policy. Temporary Importation letters, including repairs/maintenance and other fleet-related issues in place. Timely availability of Vehicle movement, fuel consumption, maintenance, accidents, and other fleet-related reports. Timely fleet management reports shared with the manager Invoices related to vehicles and motorcycle services, plan & provide training for drivers in consultation with managers Timely disposal of vehicles after management decision. Vehicle service and inspection records are in compliance with manufacturers' servicing schedules or leasing companies’ maintenance requirements, and ensure all vehicles are cleaned & in good condition. Staff Travel savings or cost reduction due to merged trips Efficiency in fuel management promoted Timely payments of invoices after thorough review. Log books are completely filled and in a timely manner Efficiency in generator fuel usage. 25% Coordinate General Office Management Coordinate facilities to the highest standards of cleanliness, efficiency. Coordinate a daily check of the property to ensure an acceptable condition of cleaning, grounds & waste services, and ensure that the facilities are fully operational at all times. Oversee cost reduction through ensuring that office lights are switched off before leaving the office, and water is used well Ensure all staff have a safe and optimal work environment. Review office space utilization to ensure optimum allocation and that all staff have sufficient work space. End Results Working environment (offices and surroundings) is safe, well-cleaned, and comfortable Utilities (water and electricity) are well managed Quality service rendered by the administrative functions Effective Facilities Management Safe and comfortable work environment Availability of office supplies and proper maintenance of equipment’s Working office facilities and surroundings well well-maintained Satisfactory services rendered by the service providers Adherence to health and safety measures in the workplace Smooth operation of the outsourced service providers for office and facilities maintenance. All repairs and maintenance of the building and all the surrounding areas are carried out as appropriate. Office supplies and all equipment’s are working and properly maintained. 25% Coordinate Assets Management Coordinate effective utilization and safeguarding of WV Rwanda assets in the most cost-effective manner and according to WV Rwanda policies and procedures. Regularly review of the asset’s movements within the organization. Support the admin and logistics manager in the disposal of old and unwanted assets and inventory. Review proper recording and maintenance of all assets inventory. Register and maintain the conference/meeting room booking and schedule assignments based on registration Prepare the conference and meeting room and ensure any issues are dealt with in a prompt and efficient manner End Results Meeting rooms is safe, well arranged, cleaned, and comfortable to use. Timely and effective facilitation provided to guests Staff tea /snacks booking forms are timely taken. Safe custody of WV Rwanda assets Assets tracking systems in place Disposal procedures were properly followed Updated assets register and inventory are in place Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conference Availability of office supplies and proper maintenance of equipment. Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conference Availability of office supplies and proper maintenance of equipment. Ensure old office assets or equipment are disposed off a timely manner. Coordinate and ensure the required supplies/stationery for the conference are in place and ready to use. 10% Coordinate staff capacity building and supervision Conduct training for drivers and other staff on driving safely Supervise head office drivers and facilities, and the inventory officer. Oversee performance agreements and conduct performance reviews for head office drivers, senior drivers, and facilities and inventory officers Ensure that staff under supervision fill the monthly LDR and complete all WV mandatory online trainings in time. End Results Deserved and professional head office drivers Timely performance reviews to head office drivers, senior driver, and facilities and inventory officer Timely LDRs for drivers are filled every month, and mandatory online trainings are completed in time. 10% Coordinate Administration-related Service Providers Monitor the end period of service providers' contracts and ensure the renewal is done on time Support to review the quality of service delivery for admin-related vendors and provide feedback to the admin and logistics manager promptly End Results Satisfactory services rendered by the service providers (cleaning service, security guards, office repair, and maintenance). Good representation both internally and externally Good working environment with a clean compound, old flowers or trees are replaced, among others
Bachelor’s degree in Logistics Management, Business Administration, Management, or related field Proficiency with computers, especially MS Office Five and above years of experience in fleet and admin, and service management In-depth understanding of logistics procedures and best practices Preferred Knowledge and Qualifications Good managerial skills Ability to drive all kinds of vehicles (automatic and manual motor vehicles) Valid driving license with 5 years of driving experience Basic Knowledge in vehicle mechanics. Good skills in Microsoft tools
JOB-689ce926b9e7a
Vacancy title:
Fleet and Administration Coordinator
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Transportation & Logistics]
Jobs at:
World Vision International (Rwanda)
Deadline of this Job:
Wednesday, August 27 2025
Duty Station:
Kigali | Kigali | Rwanda
Summary
Date Posted: Wednesday, August 13 2025, Base Salary: Not Disclosed
Similar Jobs in Rwanda
Learn more about World Vision International (Rwanda)
World Vision International (Rwanda) jobs in Rwanda
JOB DETAILS:
Key Responsibilities:
MAJOR RESPONSIBILITIES
% of time
Activity
End Results
30% Coordinate Fleet Management Reporting and Logistics.
- Coordinate staff travels through the online fleet management system to ensure efficient and effective use of vehicles and transportation services in support of program objectives.
- Enforce compliance with established road safety and fleet management policy and guidelines.
- Prepare monthly online fleet management reports and vehicle tracking system reports for review by Admin and Logistics Manager.
- Prepare monthly fuel management reconciliation report and submit for review to Admin and Logistics Manager.
- Prepare and update the tracker for motor vehicles and motorcycles renewal and registration, Insurance, and vehicles technical inspection for review.
- Prepare the vehicle tracker reports every month,
- Supervise work towards promoting a sense of stewardship in fuel management, like combining trips, filling a full tank at the time of fuelling
- Coordinate fleet repairs and maintenance, and cleanliness of vehicles.
- Review Invoices related to MV and MC repairs and maintenance for accuracy before approval by the admin and logistics manager.
- Ensure fleet logbooks are filled well and accurately
- Ensure timely servicing of generators and are well-maintained
End Results
- Proper filing and documentation are in place for all vehicles and motorcycles insurance stickers, yellow cards, and Logbooks updated.
- Timely motor vehicles and motorcycles clearing, registration, and insurance in line with the WV vehicle policy.
- Temporary Importation letters, including repairs/maintenance and other fleet-related issues in place.
- Timely availability of Vehicle movement, fuel consumption, maintenance, accidents, and other fleet-related reports.
- Timely fleet management reports shared with the manager
- Invoices related to vehicles and motorcycle services, plan & provide training for drivers in consultation with managers
- Timely disposal of vehicles after management decision.
- Vehicle service and inspection records are in compliance with manufacturers' servicing schedules or leasing companies’ maintenance requirements, and ensure all vehicles are cleaned & in good condition.
- Staff Travel savings or cost reduction due to merged trips
- Efficiency in fuel management promoted
- Timely payments of invoices after thorough review.
- Log books are completely filled and in a timely manner
- Efficiency in generator fuel usage.
25% Coordinate General Office Management
- Coordinate facilities to the highest standards of cleanliness, efficiency.
- Coordinate a daily check of the property to ensure an acceptable condition of cleaning, grounds & waste services, and ensure that the facilities are fully operational at all times.
- Oversee cost reduction through ensuring that office lights are switched off before leaving the office, and water is used well
- Ensure all staff have a safe and optimal work environment.
- Review office space utilization to ensure optimum allocation and that all staff have sufficient work space.
End Results
- Working environment (offices and surroundings) is safe, well-cleaned, and comfortable
- Utilities (water and electricity) are well managed
- Quality service rendered by the administrative functions
- Effective Facilities Management
- Safe and comfortable work environment
- Availability of office supplies and proper maintenance of equipment’s
- Working office facilities and surroundings well well-maintained
- Satisfactory services rendered by the service providers
- Adherence to health and safety measures in the workplace
- Smooth operation of the outsourced service providers for office and facilities maintenance.
- All repairs and maintenance of the building and all the surrounding areas are carried out as appropriate.
- Office supplies and all equipment’s are working and properly maintained.
25% Coordinate Assets Management
- Coordinate effective utilization and safeguarding of WV Rwanda assets in the most cost-effective manner and according to WV Rwanda policies and procedures.
- Regularly review of the asset’s movements within the organization.
- Support the admin and logistics manager in the disposal of old and unwanted assets and inventory.
- Review proper recording and maintenance of all assets inventory.
- Register and maintain the conference/meeting room booking and schedule assignments based on registration
- Prepare the conference and meeting room and ensure any issues are dealt with in a prompt and efficient manner
End Results
- Meeting rooms is safe, well arranged, cleaned, and comfortable to use.
- Timely and effective facilitation provided to guests
- Staff tea /snacks booking forms are timely taken.
- Safe custody of WV Rwanda assets
- Assets tracking systems in place
- Disposal procedures were properly followed
- Updated assets register and inventory are in place
- Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conference
- Availability of office supplies and proper maintenance of equipment.
- Supervise the meeting equipment (such as microphone, projector, screen) are functioning and ready to use prior to the meeting/conference
- Availability of office supplies and proper maintenance of equipment.
- Ensure old office assets or equipment are disposed off a timely manner.
- Coordinate and ensure the required supplies/stationery for the conference are in place and ready to use.
10% Coordinate staff capacity building and supervision
- Conduct training for drivers and other staff on driving safely
- Supervise head office drivers and facilities, and the inventory officer.
- Oversee performance agreements and conduct performance reviews for head office drivers, senior drivers, and facilities and inventory officers
- Ensure that staff under supervision fill the monthly LDR and complete all WV mandatory online trainings in time.
End Results
- Deserved and professional head office drivers
- Timely performance reviews to head office drivers, senior driver, and facilities and inventory officer
- Timely LDRs for drivers are filled every month, and mandatory online trainings are completed in time.
10% Coordinate Administration-related Service Providers
- Monitor the end period of service providers' contracts and ensure the renewal is done on time
- Support to review the quality of service delivery for admin-related vendors and provide feedback to the admin and logistics manager promptly
End Results
- Satisfactory services rendered by the service providers (cleaning service, security guards, office repair, and maintenance).
- Good representation both internally and externally
- Good working environment with a clean compound, old flowers or trees are replaced, among others
KNOWLEDGE/QUALIFICATION FOR THE ROLE
Required Professional Experience
- Ability to communicate precisely and clearly both in written and verbal English
- Excellent organizational and multitasking abilities
- Strong problem-solving skills
- Ability to plan for and keep track of multiple projects and deadlines
- Able to work in a cross-cultural environment
- Demonstrate willingness to learn from others and work as an effective team member
- Ability to organise and provide trainings on fleet and logistics topics
Required Education, training, license, registration, and certification
- Bachelor’s degree in Logistics Management, Business Administration, Management, or related field
- Proficiency with computers, especially MS Office
- Five and above years of experience in fleet and admin, and service management
- In-depth understanding of logistics procedures and best practices
Preferred Knowledge and Qualifications
- Good managerial skills
- Ability to drive all kinds of vehicles (automatic and manual motor vehicles)
- Valid driving license with 5 years of driving experience
- Basic Knowledge in vehicle mechanics.
- Good skills in Microsoft tools
Travel and/or Work Environment Requirement
N/A
Physical
Requirements
Language Requirements
- Have Good spoken & written English, French & Kinyarwanda
Work Hours: 8
Experience in Months: 60
Level of Education: bachelor degree
Job application procedure
Interested and qualified? Click here to apply
All Jobs | QUICK ALERT SUBSCRIPTION
.jpg){kind=logo}
