JOB DETAILS:

JOB PURPOSE & MAIN MISSIONS:

• • Asset maintenance to ensure maximum utilization and minimize down time.
  • Manage the workshop administration team in a fair and efficient manner.
  • Ensure that the workshop software management tools (MAXIMO and/or others) are properly utilized and up to date.
  • Aim to achieve a zero-stock variance (between system records and physical) through an efficient stock management system, proper stock control procedures and regular stock takes / reconciliations. Control the movement of spare parts, in and out the store / workshop.
  • Manage the procurement process (both local and international purchases), reduce the units purchase cost by 10% through a better vendor selection process and negotiation with suppliers.
  • Prepare and issue in a timely manner the monthly workshop reporting, and all other reports deemed adequate or required by the management.
  • Provide the Operations Manager with council, guidance, timely advice and recommendations on stock, procurement and other relevant issues.

MAIN TASKS AND RESPONSIBILITIES DETAILS:

• Manage and distribute the day-to-day workshop administration activities including but not limited to procurement, stock management / control, job planning / preventive maintenance scheduling…

• Coordinate workshop daily meetings in conjunction with the Workshop Administrator and his/her foremen in order to plan the activities and assist in identifying / solving issues.

• Coordinate and supervise the utilization of the workshop software management system (MAXIMO and/or others). Ensure that data is entered into a timely fashion and accurately.

• Hold regular stock takes (quarterly minimum) in conjunction with Finance and reconcile the physical from the system records. Analyze the discrepancies and revert with the relevant explanations / corrective action plan.

• Manage the procurement process of spare parts, tyres, oil & lubes requirements. Take direct ownership of the international procurement part. Ensure that we buy our spares at the best price possible without compromising on the quality.

• • Ensure all the LPO books issued to the workshop are well controlled and accounted for.

• Manage and control the petty cash float issued to the workshop.

• Put in place regular benchmarking exercise to assess the price of spare parts.

• Identify and select the best vendors through a compliant process. Negotiate the best credit terms to the benefit of BTL Uganda.

• Prepare weekly, monthly, and quarterly reports as per management requirements.

• Be the Super-User of the workshop software management tools (MAXIMO and/or others).

• Assist in preparing procedures (SOPs) aiming at reinforcing the controls /security measures in the workshop, reducing the level of expenses, improving the workflow…

• Assist in monitoring and analyzing discrepancies / anomalies such as but not limited to cost per unit, price of spares…

• Mechanical Knowledge of machines

• • Knowledge of spare parts and handling there of

• Ability to delegate tasks and follow through to completion

• Have a high level of Housekeeping and workshop QHSE ethics

• Any other tasks deemed appropriate by the management.

REQUIRED SKILLS / EXPERIENCE:

• 5 years in administration / workshop / automotive (or similar) industry required
• Training in Engineering / Mechanical qualifications preferred.
• Computer literate
• English literate
• Ability to work independently
• Ability to manage a team
• Excellent communication and writing skills

1. PERSONAL QUALITIES REQUIRED:

• • Natural leader
  • Decision maker
  • Team player
  • Resilient
  • Organized
  • Open minded
  • Strong admin and follow up skills
  • Ability to drive a team to a common goal

1. SPECIAL SKILLS:

• Good record in supervising team members
• Knowledge of URA Customs Procedures.
• Good knowledge in Electro-Hydraulics Systems.
• Good computer knowledge in Microsoft Excel, Words and SPSS
• Experience in using Fleet Management Software (Ideally Telematix)
• At least 5yrs experience in running a fleet of more than 20 trucks