As a Fleet Officer, your responsibilities include:

1. Vehicle Lease Replacements:
   • Maintain a database of contracted vehicles and replacement cycles.
   • Obtain quotations for vehicle replacements and new requirements.
   • Ensure compliance with TFR policies and procedures for vehicle leases.
   • Coordinate vehicle deliveries with service providers and update delivery lead times.
   • Administer sign-off processes and inspections for replacement vehicles.
   • Verify and process invoices for monthly rentals and charges.
2. Fuel Management:
   • Manage fuel cards, including ordering, cancellation, and replacement.
   • Monitor fuel transactions to prevent fraud and reconcile fuel slips.
   • Compile management and fuel deviation reports.
   • Ensure safekeeping of fuel cards and vehicle keys.
3. Vehicle Utilization:
   • Administer log sheets and service schedules.
   • Report on overdue or abused vehicles and follow up on overutilization.
   • Ensure completeness and correctness of vehicle log sheets.
4. Vehicle Maintenance:
   • Schedule preventative maintenance according to service plans.
   • Facilitate maintenance authorizations and invoice processing.
   • Track vehicle kilometers and arrange servicing accordingly.
5. Accident Management:
   • Complete documentation for reporting accidents and incidents.
   • Capture accident information in relevant TFR systems.
   • Liaise with assessors and facilitate vehicle repairs or disposal.
6. Traffic Fines:
   • Redirect traffic fines and maintain fines database.
   • Ensure fines are settled within the stipulated period.
7. Driver Training and Management:
   • Provide AARTO training to drivers and office staff.
   • Coordinate driver training and refresher courses.
   • Issue driver authorizations and maintain driver profiles.
8. Vehicle Disposals:
   • Identify vehicles fit for disposal and complete necessary documentation.
   • Arrange for vehicle removal and deregistration.
9. Record Management:
   • Safeguard documentation and maintain records in accordance with Transnet policy.
10. Fleet Systems and Reporting:
    • Update and maintain Fleetmax asset register.
    • Create purchase orders and update maintenance invoices in Fleetmax.
    • Compile and distribute various reports related to vehicle utilization, maintenance, fuel exceptions, etc.
11. Adherence to Transnet Administrative Documentation:
    • Complete correct forms for vehicle renewals, maintenance, accidents, disposals, and driver management.
12. Vehicle Technical Inspections:
    • Inspect vehicle maintenance as per maintenance authorizations.

Qualifications and Experience:

• Grade 12 with 3 years of administrative experience in a fleet or general administrative environment.
• Valid Driver’s License.

Competencies:

This position is critical for safety and compliance, and it requires vigilant monitoring and management of vehicles to prevent PFMA violations, ensure transportation for crew, and minimize costs.

Equity Statement:

Preference will be given to suitably qualified applicants who are members of designated groups, aligning with the Employment Equity Plan and Targets of the Organization/Operating Division.