Fleet Maintenance Officer

The Fleet Maintenance is primarily responsible for ensuring that Mary’s Meals
Liberia always has a well-functioning fleet. The Fleet Maintenance Officer
ensures timely repair and maintenance of vehicles, schedule routine vehicle
service, order fuel, report vehicle accidents, process insurance claims, arrange
COF and vehicle insurance. The Fleet Maintenance Officer is the primary user of the Fleet Management System (FMS) and secondary user the Vehicle Tracking System (VTS).

Responsibilities

 Key activities 
General  
• Enforce the use of the MMI Fleet Manual, SOPs, and local driving laws 
• Administer driving test to employees and recommend them for 
Management’s authorisation to drive official vehicles. 
• Ensure all maintenance transactions are traceable, documented, and timely 
executed.  
• Reconcile fuel transactions and prepare fuel orders monthly.  
Fleet Maintenance  
• Request, process, and record maintenance/job cards.  
• Schedule routine or periodic maintenance for vehicles per manufacturer 
guidelines and MML policies and SOP, responding promptly to urgent 
maintenance request by staff. 
• Inspect all vehicles post-service to ensure they have been serviced 
according to manufacturer’s and MMI/MML recommendations. 
• Ensure that mechanics are using checklists when motor vehicles come for 
service to guarantee completeness of work. 
• Verifying that a requested spare-part has been put in a vehicle and the old 
has been identified as non-functional. 
Safety and Security  
• Ensure that all vehicles are roadworthy and fit by conducting random vehicle 
inspections.  
• Report all vehicle related accidents in line with Mary’s Meals Liberia Accident 
Reporting Standard Operating Procedures. 
• Process vehicle accident insurance claims and follow them up to conclusion. 
• Ensure required documents (e.g., Registration, insurance,  Fire Service 
Certificate, etc.) are displayed appropriately on all vehicles, and are 
retrievable by the driver/MML. 
• Provide or coordinate vehicle security skills training to those using Mary’s 
Meals vehicles. 
Fleet Management System (FMS)  
• Timely update the status of the fleet in  Fleet Management System by 
adding/removing data in line with the Fleet Manual. 
• Timely update the Fleet IT System with maintenance costs, accidents 
reports & other costs. 
• Making sure all maintenance expenses have a job card. 
• Making sure all driver’s licences, Registration and FCC and insurance are 
showing valid in the system by updating the records in Fleet iT and notifying 
drivers if expiry date approaches and preparing documents for renewal of 
motor vehicles etc. 
• Utilize FMS reminders to schedule routine activities (e.g., vehicle service) 
• Timely enter accurate data into the FMS as required by the Fleet Manual, 
adding/removing data which includes but not limited to vehicle and drivers’ 
details as and when information is available. 
• Use FMS data to recommend strategic decisions (e.g., vehicle disposal) 
Key relationships  
 Reports to: Logistics Manager 

Internal relationships: 
Fleet Monitoring Officer 
Logistics Lead 
MM staff 
MM Drivers 

External relationships: 
MMM Vendors 
Road traffic 
Garages 

Direct reports: 
Auto Mechanics 

Qualifications, skills and experience Essential  Desirable  
A degree in a related field, or a relevant subject or 
equivalent level of professional experience ✓  
Previous experience of fleet management and driving 
duties.  ✓  
Advanced and well-developed inter-personal skills, with 
solid track record in persuading and influencing others ✓  
Fluent written and spoken English and ability to 
communicate well across all levels ✓  
Able to work well with people of different cultures and 
nationalities. ✓  
Excellent Microsoft Office skills, particularly Word and 
Excel. ✓  
Ability take a flexible approach to managing and 
prioritising a high workload and multiple tasks in a fast
paced environment with tight deadlines. ✓  
Excellent attention to detail ✓  
Understanding of the principles of international 
development ✓ 
Understanding of the place of school feeding in relief and 
development. ✓ 
Familiarity with using fleet management systems  ✓ 
Background or basic understanding of vehicle mechanics, 
4x4s, and motorbikes ✓  
Clean driving license ✓  
Mary’s Meals International manager competencies 
All Mary’s Meals International employees approach their role in line with the 7S 
competency model. 
Self 

• I build and demonstrate resilience 
• I lead by example 
• I’m authentic and true to Mary’s Meals values 
• I develop myself and set stretching goals 
Service

• I have a vocational attitude to my work 
• I inspire hope in others 
• I build belief that even difficult challenges can be solved 
• I am committed to serving and enabling all who want to be part of the global movement 
• I work to ensure our future will be even better than our past 
Simplicity

• I communicate effectively 
• I follow clear decision-making criteria 
• I create plans that are easy to follow and contribute to organisational goals 
• I embrace inclusivity and diversity 
• I focus on delivering results 
Stewardship

• I pay attention to the things that matter most – (a) our physical resources; (b) our people 
• I nurture, develop and respect our relationships with 
external stakeholders 
• I deliver on my promises 
• I am happy to be held accountable and to hold others to account 
Strategy

• I have a point of view about the future 
• I know our stakeholders and see our priorities clearly 
• I help others to work in ways that have the greatest impact 
• I develop strategy and translate it into action 
Strengthen 
• I create a positive work environment 
• I increase the capabilities of my team 
• I help people manage their careers 
• I find and develop next-generation talent 
Success 
• I ensure my team is technically competent and always developing 
• I build high performing teams 
• I ensure accountability 
• I am a catalyst for change 
How to apply for this role  
To apply, please send your CV (maximum 3 pages) with details of three professional references (emails and cell numbers), a cover letter explaining why you are interested in the role and a valid up-to-date Police Clearance of good conduct (Liberian nationals) to Jobs.Liberia@marysmeals.org  

 Only shortlisted candidates will be communicated to for interview. 
Your covering letter should make a compelling case for why you feel motivated to work for Mary’s Meals Liberia in this role, as well as giving a concise overview of your most relevant skills and experience and should fill no more than two pages of A4.      

All applicants will be judged strictly on the basis of merit.     
Mary’s Meals is a child friendly organisation committed to the protection of children.  

Mary’s Meals is an equal opportunities employer, all who meet the criteria are 
encouraged to apply.