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Main Purpose:

Site and Fleet Coordinator will be responsible to provide Fleet Administration and Facilities Management Office Service for Bayer SAC (Zambia, Malawi, Mozambique, Zimbabwe)

Responsibilities or duties

• Manage and ensure accuracy of all company vehicles and motorcycles in Zambia, Malawi, Mozambique, Zimbabwe legal entities.
• Accurate record keeping and generating reports and statistics for Global Fleet Report (FLIX).
• Involvement in internal projects with Centres of Expertise (CoE).
• Manage Fleet Insurance, claims and arrange repairs related to company cars and motorcycles.
• Collaborate with service provider to monitor and manage Fleet Management Tracking tool and ensure that new company/leased vehicles are loaded and track for non-compliance.
• Carry out peer driving reviews, as and when necessary, for staff allocated company cars as Tools of Trade.
• Manage requests for new fuel cards and prepare monthly fuel usage reports for each eligible employee.
• Collaborate with recovery service providers e.g. Automobile Association (AA) to rescue/recover broken down company vehicles.
• Report monthly company car record to key stakeholders – HR.
• Collaboration with Global Fleet Community, Global Procurement /GEP and GBS Bangalore to source for Fleet and Fuel service providers.
• Expatriate driver orientation and assessment together with locally appointed service provider before issuance of company car.
• Manage temporarily vacated cars and motorcycles and ensure that all cars and motorcycles can be always accounted for.
• Control and administer replacement of company vehicles in terms of time and distance limits and according car and motorcycle cycles.
• Manage disposal of company owned vehicles and motorcycles as and when it is required.
• Ensure compliance with company code of conduct, policies and procedures.
• Facilities Management of offices – Lusaka, Harare, Maputo
• Supporting site leads at Crop Science sites with Facilities Management
• Perform any other duty as assigned by the line manager.

Value Add & Success Criterion / Contribution:

• Optimizing costs, value, quality, risk and flexibility of Fleet Management.
• Ensure effectiveness by close collaboration with service providers in the Fleet sector
• Fit for purpose Facilities Management of office sites

Key Working Relations:

Internal:

Procurement at Hubs, 3P-GEP and GBS, Bangalore

Global Fleet Management Community

Country Divisions/Departmental Heads, HR, Finance and Controlling

CFO

Global Corporate Real Estate

External:

Approved OEMs, Leasing Suppliers, Insurance and Traffic Authorities

Landlords, Service Providers, Maintenance teams

Qualifications or requirements (e.g., education, skills)

Qualifications:

• Degree in Science, Motor Vehicle Engineering or Business Management
• 2 years experience in Motor Vehicle and Motorcycle Leasing and Fleet environment.
• Excellent analytical skills and SmartBuy/SAP Knowledge.
• Experience of assessing and evaluating suppliers and record management skills.
• Experience in Real Estate, Facilities Management and/or Operations

Key Competencies:

• Impeccable Integrity and honest
• Be accountable
• Attention to detail and a high degree of accuracy
• Asset Life Cycle knowledge – optimising company assets
• Negotiation, communication skills

• Manage and ensure accuracy of all company vehicles and motorcycles in Zambia, Malawi, Mozambique, Zimbabwe legal entities.
• Accurate record keeping and generating reports and statistics for Global Fleet Report (FLIX).
• Involvement in internal projects with Centres of Expertise (CoE).
• Manage Fleet Insurance, claims and arrange repairs related to company cars and motorcycles.
• Collaborate with service provider to monitor and manage Fleet Management Tracking tool and ensure that new company/leased vehicles are loaded and track for non-compliance.
• Carry out peer driving reviews, as and when necessary, for staff allocated company cars as Tools of Trade.
• Manage requests for new fuel cards and prepare monthly fuel usage reports for each eligible employee.
• Collaborate with recovery service providers e.g. Automobile Association (AA) to rescue/recover broken down company vehicles.
• Report monthly company car record to key stakeholders – HR.
• Collaboration with Global Fleet Community, Global Procurement /GEP and GBS Bangalore to source for Fleet and Fuel service providers.
• Expatriate driver orientation and assessment together with locally appointed service provider before issuance of company car.
• Manage temporarily vacated cars and motorcycles and ensure that all cars and motorcycles can be always accounted for.
• Control and administer replacement of company vehicles in terms of time and distance limits and according car and motorcycle cycles.
• Manage disposal of company owned vehicles and motorcycles as and when it is required.
• Ensure compliance with company code of conduct, policies and procedures.
• Facilities Management of offices – Lusaka, Harare, Maputo
• Supporting site leads at Crop Science sites with Facilities Management
• Perform any other duty as assigned by the line manager.

• Excellent analytical skills
• SmartBuy/SAP Knowledge
• Assessing and evaluating suppliers
• Record management skills
• Real Estate, Facilities Management and/or Operations experience
• Impeccable Integrity and honest
• Accountability
• Attention to detail and a high degree of accuracy
• Asset Life Cycle knowledge
• Negotiation skills
• Communication skills

• Degree in Science, Motor Vehicle Engineering or Business Management
• 2 years experience in Motor Vehicle and Motorcycle Leasing and Fleet environment.
• Excellent analytical skills and SmartBuy/SAP Knowledge.
• Experience of assessing and evaluating suppliers and record management skills.
• Experience in Real Estate, Facilities Management and/or Operations