Background

H.E. Jackson Engineering Ltd (HEJ) is one of the leading providers of engineering solutions in Malawi and serves all sectors of the economy including mining, energy, agriculture, construction and manufacturing.

The company has an urgent requirement for the following vacancy tenable at its Head Office:

Job Title Fleet Officer (1)

Nature of Contract 2 Years Fixed Term

Duty Station Lilongwe

Reporting to Operations Manager

Department Operations

JOB PURPOSE

The Fleet Officer is responsible for supporting the efficient operation, maintenance and administration of the Company fleet. The role includes monitoring vehicle performance, managing workshop parts and inventory, maintaining accurate fleet records and ensuring compliance with Company policies and transport regulations.

The ideal candidate should possess strong computer and excel skills, basic mechanical knowledge and experience with fleet or workshop management systems such as Buildsmart.

KEY DUTIES AND RESPONSIBILITIES

Fleet Administration & Operations

• Maintain accurate fleet records including vehicle servicing, licensing, insurance, fuel usage and repairs.
• Monitor fleet utilization and ensure vehicles are operational and available when required.
• Prepare and maintain fleet reports, logs and documentation.
• Coordinate vehicle inspections, servicing schedules and repairs.

Workshop Parts Control

• Manage workshop spare parts inventory and maintain accurate stock records.
• Monitor parts usage and ensure proper issuing and recording procedures are followed.
• Conduct regular stock checks and reconcile inventory discrepancies.
• Coordinate procurement and replenishment of workshop parts when required.

Maintenance Coordination

• Liaise with Mechanics, suppliers and service providers regarding vehicle maintenance and repairs.
• Monitor repair turnaround times and ensure minimal vehicle downtime.
• Assist in identifying mechanical issues and escalating major faults for repair.

Systems & Reporting

• Capture and maintain fleet information using Company systems.
• Utilize Microsoft Excel for data analysis, reporting and tracking fleet performance.
• Experience using Buildsmart or similar systems will be an added advantage.

Compliance & Safety

• Ensure all vehicles comply with legal and company safety requirements.
• Maintain records for licenses, inspections, permits and insurance.
• Promote adherence to fleet safety procedures and operational standards.

QUALIFICATIONS & COMPETENCIES

• Diploma or Advanced Certificate in Transport Management, Logistics, Mechanical Engineering, Business Administration or related field.
• Proven experience in fleet administration or transport operations.
• High level of computer literacy with advanced Microsoft Excel skills.
• Experience with Buildsmart system will be advantageous.
• Basic mechanical knowledge of vehicles and workshop operations.
• Experience in workshop parts control and inventory management.
• Strong organizational and administrative skills.
• Attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Problem-solving and analytical skills.
• Ability to maintain confidentiality and accurate records.

• Maintain accurate fleet records including vehicle servicing, licensing, insurance, fuel usage and repairs.
• Monitor fleet utilization and ensure vehicles are operational and available when required.
• Prepare and maintain fleet reports, logs and documentation.
• Coordinate vehicle inspections, servicing schedules and repairs.
• Manage workshop spare parts inventory and maintain accurate stock records.
• Monitor parts usage and ensure proper issuing and recording procedures are followed.
• Conduct regular stock checks and reconcile inventory discrepancies.
• Coordinate procurement and replenishment of workshop parts when required.
• Liaise with Mechanics, suppliers and service providers regarding vehicle maintenance and repairs.
• Monitor repair turnaround times and ensure minimal vehicle downtime.
• Assist in identifying mechanical issues and escalating major faults for repair.
• Capture and maintain fleet information using Company systems.
• Utilize Microsoft Excel for data analysis, reporting and tracking fleet performance.
• Ensure all vehicles comply with legal and company safety requirements.
• Maintain records for licenses, inspections, permits and insurance.
• Promote adherence to fleet safety procedures and operational standards.

• Strong computer and excel skills
• Basic mechanical knowledge
• Experience with fleet or workshop management systems such as Buildsmart
• High level of computer literacy with advanced Microsoft Excel skills
• Basic mechanical knowledge of vehicles and workshop operations
• Experience in workshop parts control and inventory management
• Strong organizational and administrative skills
• Attention to detail and accuracy
• Good communication and interpersonal skills
• Ability to work under pressure and meet deadlines
• Problem-solving and analytical skills
• Ability to maintain confidentiality and accurate records

• Diploma or Advanced Certificate in Transport Management, Logistics, Mechanical Engineering, Business Administration or related field.
• Proven experience in fleet administration or transport operations.
• High level of computer literacy with advanced Microsoft Excel skills.
• Experience with Buildsmart system will be advantageous.
• Basic mechanical knowledge of vehicles and workshop operations.
• Experience in workshop parts control and inventory management.
• Strong organizational and administrative skills.
• Attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Problem-solving and analytical skills.
• Ability to maintain confidentiality and accurate records.