Senior Security, Fleet and Administration Coordinator
2025-06-26T12:44:52+00:00
World Vision
https://cdn.greattanzaniajobs.com/jsjobsdata/data/employer/comp_1625/logo/World%20Vision.jpg
https://www.wvi.org/
FULL_TIME
Arusha
Arusha
00000
Tanzania
Nonprofit, and NGO
Transportation & Logistics
2025-07-10T17:00:00+00:00
Tanzania
8
PURPOSE OF THE POSITION
This position is responsible for coordinating all administration and logistics aspects of World Vision Tanzania, including all its operations areas. The Senior Security Fleet and Admin Logistics Coordinator oversees and optimizes all administrative and fleet and logistics operations to strategically support World Vision Tanzania Core activities. Key responsibilities include managing office resources vehicles and facilities. This position will also ensure compliance with policies and legal requirements and provide guidance to improve processes and systems in all World Vision Tanzania Offices. Focus areas include facilities management, admin process coordination, building local admin capacities and fostering cost efficiency.
MAJOR RESPONSIBILITIES
Activity
Transportation (10%)
- Facilitate efficient use of vehicles/ motorbikes and transportation services to achieve organizational objectives.
- Prepare travel plan for drivers and ensure all drivers are maximum utilized.
- Check and update vehicle on board documents in timely basis.
- Review all WVT fleet requirements to ensure fleet size planning.
- Monitor vehicle condition and make proper suggestions to Security and Fleet Manager.
- Ensure pre-departure checks are done for all WVT travels with evidence
Activity
Maintenance (10%)
- Facilitate regular vehicle checks daily, weekly and monthly, if needed and ensure all checklists are completed in accordance with WVT vehicles policies.
- Ensure all mechanical equipment tools first aid kits are in vehicles and in good condition.
- Ensure the correct and timely routine maintenance of WVT vehicles/ motorbikes.
- Ensure all vehicles are cleaned both inside and outside.
Activity
Vehicle Report (5%)
- Ensure all vehicle logbooks are dully filled in daily basis.
- Track all vehicle registrations and insurance and ensure all updated documents are in the vehicles and a copy in the logistic files on monthly basis.
- Act as a focal point to report all WVT vehicles / motorbikes accidents report to Security and Fleet Manager and Finance and Support Services Directors according to vehicle policy.
- Prepare and submit timely monthly vehicles fuels consumption, Distance covered in a month, total repair and maintenance cost and other vehicle/motor bike related costs.
Activity
Logistics and Fleet Management (10%)
- Ensure fleet Management standards and systems are adhered to Staff Management.
- Conduct meeting with drivers and other stakeholders and submit minutes to the immediate supervisor.
- Conduct vehicle policy orientation, training to all drivers’ teams in collaboration with Security and Fleet Manager.
- Ensure efficient use of vehicles and transportation services in support of program objectives. Ensure efficient travel & logistics planning and support for WVT
- Support the clusters and projects in the overall management of cars & motorcycle fleets and follow the planning for a rational use of vehicles. Consolidate, analyze and update monthly data and information relating to the overall management of the WVT fleet using the Fleet platform.
Activity
Security (40%)
- Supervise Security personnel at the National and Clusters offices
- Oversee and authorize invoices from Security Firms
- Facilitate training sessions both domestically and abroad
- Provide security briefings to local and international staff/Donors
- Deal with emerging incidents and report them on IMS
Activity
Reports (10%)
- Ensure quality and timely submission of the department monthly report supported by data from the fleet system for travels and use of vehicles and GPS Tracker and fuel usage.
Activity
Administration (15%)
- Ensure that office facilities are guarded and the number of guards agree with contract of the designated company and invoices submitted for payment.
- Support the movement of parcels and assets from one location to the other through using our internal logistics as the first option.
- Coordinate hotel and accommodation for the NO and support other locations in having safe and credible hotels vetted and safe for use by staff and guest.
- Establish to develop Admin Staff capacity at national and zonal offices to ensure autonomy and independence in their work
- Work to sensitize the overall staff on the admin related important information
OTHER COMPETENCIES/ATTRIBUTES
- Must be a committed Christian, able to stand above denominational diversities.
- Perform other duties as required.
QUALIFICATIONS: Education/Knowledge/Technical Skills and Experience
Minimum Qualification required
- Must be a holder of Bachelor of Science in Mechanical Engineering, Bachelor of Business administration in Logistics and Transport Management, or related qualification from a recognised Institutions.
- At least Two years' experience in Fleet Management.
Technical Skills & Abilities
- Good skills problem solving, teamwork
- Effective communication skills
- Good understanding of World Vision operations
- Ability to maintain effective working relationships with staff and partners at all levels
- Ability to work with various departments and foster teamwork.
- Skills in database management and record keeping.
- Ability to maintain the highly confidentiality
- High level of commitment and working with minimal supervision.
- Commitment to World Vision objectives and ministry, mission statement and core values
- Able to manage multiple priorities in cross-cultural teams and prioritize under pressure
- Able to respond to deadlines.
- Integrity and strong interpersonal skills.
- Customer Service orientation.
Working Environment / Conditions:
- Work environment: Office-based with frequent travel to the field
- Travel: 10% Domestic/international travel is required.
- On call:10%
Activity Transportation (10%) Facilitate efficient use of vehicles/ motorbikes and transportation services to achieve organizational objectives. Prepare travel plan for drivers and ensure all drivers are maximum utilized. Check and update vehicle on board documents in timely basis. Review all WVT fleet requirements to ensure fleet size planning. Monitor vehicle condition and make proper suggestions to Security and Fleet Manager. Ensure pre-departure checks are done for all WVT travels with evidence Activity Maintenance (10%) Facilitate regular vehicle checks daily, weekly and monthly, if needed and ensure all checklists are completed in accordance with WVT vehicles policies. Ensure all mechanical equipment tools first aid kits are in vehicles and in good condition. Ensure the correct and timely routine maintenance of WVT vehicles/ motorbikes. Ensure all vehicles are cleaned both inside and outside. Activity Vehicle Report (5%) Ensure all vehicle logbooks are dully filled in daily basis. Track all vehicle registrations and insurance and ensure all updated documents are in the vehicles and a copy in the logistic files on monthly basis. Act as a focal point to report all WVT vehicles / motorbikes accidents report to Security and Fleet Manager and Finance and Support Services Directors according to vehicle policy. Prepare and submit timely monthly vehicles fuels consumption, Distance covered in a month, total repair and maintenance cost and other vehicle/motor bike related costs. Activity Logistics and Fleet Management (10%) Ensure fleet Management standards and systems are adhered to Staff Management. Conduct meeting with drivers and other stakeholders and submit minutes to the immediate supervisor. Conduct vehicle policy orientation, training to all drivers’ teams in collaboration with Security and Fleet Manager. Ensure efficient use of vehicles and transportation services in support of program objectives. Ensure efficient travel & logistics planning and support for WVT Support the clusters and projects in the overall management of cars & motorcycle fleets and follow the planning for a rational use of vehicles. Consolidate, analyze and update monthly data and information relating to the overall management of the WVT fleet using the Fleet platform. Activity Security (40%) Supervise Security personnel at the National and Clusters offices Oversee and authorize invoices from Security Firms Facilitate training sessions both domestically and abroad Provide security briefings to local and international staff/Donors Deal with emerging incidents and report them on IMS Activity Reports (10%) Ensure quality and timely submission of the department monthly report supported by data from the fleet system for travels and use of vehicles and GPS Tracker and fuel usage. Activity Administration (15%) Ensure that office facilities are guarded and the number of guards agree with contract of the designated company and invoices submitted for payment. Support the movement of parcels and assets from one location to the other through using our internal logistics as the first option. Coordinate hotel and accommodation for the NO and support other locations in having safe and credible hotels vetted and safe for use by staff and guest. Establish to develop Admin Staff capacity at national and zonal offices to ensure autonomy and independence in their work Work to sensitize the overall staff on the admin related important information
Good skills problem solving, teamwork Effective communication skills Good understanding of World Vision operations Ability to maintain effective working relationships with staff and partners at all levels Ability to work with various departments and foster teamwork. Skills in database management and record keeping. Ability to maintain the highly confidentiality High level of commitment and working with minimal supervision. Commitment to World Vision objectives and ministry, mission statement and core values Able to manage multiple priorities in cross-cultural teams and prioritize under pressure Able to respond to deadlines. Integrity and strong interpersonal skills. Customer Service orientation.
Must be a holder of Bachelor of Science in Mechanical Engineering, Bachelor of Business administration in Logistics and Transport Management, or related qualification from a recognised Institutions. At least Two years' experience in Fleet Management.
JOB-685d40c435f1c
Vacancy title:
Senior Security, Fleet and Administration Coordinator
[Type: FULL_TIME, Industry: Nonprofit, and NGO, Category: Transportation & Logistics]
Jobs at:
World Vision
Deadline of this Job:
Thursday, July 10 2025
Duty Station:
Arusha | Arusha | Tanzania
Summary
Date Posted: Thursday, June 26 2025, Base Salary: Not Disclosed
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JOB DETAILS:
PURPOSE OF THE POSITION
This position is responsible for coordinating all administration and logistics aspects of World Vision Tanzania, including all its operations areas. The Senior Security Fleet and Admin Logistics Coordinator oversees and optimizes all administrative and fleet and logistics operations to strategically support World Vision Tanzania Core activities. Key responsibilities include managing office resources vehicles and facilities. This position will also ensure compliance with policies and legal requirements and provide guidance to improve processes and systems in all World Vision Tanzania Offices. Focus areas include facilities management, admin process coordination, building local admin capacities and fostering cost efficiency.
MAJOR RESPONSIBILITIES
Activity
Transportation (10%)
- Facilitate efficient use of vehicles/ motorbikes and transportation services to achieve organizational objectives.
- Prepare travel plan for drivers and ensure all drivers are maximum utilized.
- Check and update vehicle on board documents in timely basis.
- Review all WVT fleet requirements to ensure fleet size planning.
- Monitor vehicle condition and make proper suggestions to Security and Fleet Manager.
- Ensure pre-departure checks are done for all WVT travels with evidence
Activity
Maintenance (10%)
- Facilitate regular vehicle checks daily, weekly and monthly, if needed and ensure all checklists are completed in accordance with WVT vehicles policies.
- Ensure all mechanical equipment tools first aid kits are in vehicles and in good condition.
- Ensure the correct and timely routine maintenance of WVT vehicles/ motorbikes.
- Ensure all vehicles are cleaned both inside and outside.
Activity
Vehicle Report (5%)
- Ensure all vehicle logbooks are dully filled in daily basis.
- Track all vehicle registrations and insurance and ensure all updated documents are in the vehicles and a copy in the logistic files on monthly basis.
- Act as a focal point to report all WVT vehicles / motorbikes accidents report to Security and Fleet Manager and Finance and Support Services Directors according to vehicle policy.
- Prepare and submit timely monthly vehicles fuels consumption, Distance covered in a month, total repair and maintenance cost and other vehicle/motor bike related costs.
Activity
Logistics and Fleet Management (10%)
- Ensure fleet Management standards and systems are adhered to Staff Management.
- Conduct meeting with drivers and other stakeholders and submit minutes to the immediate supervisor.
- Conduct vehicle policy orientation, training to all drivers’ teams in collaboration with Security and Fleet Manager.
- Ensure efficient use of vehicles and transportation services in support of program objectives. Ensure efficient travel & logistics planning and support for WVT
- Support the clusters and projects in the overall management of cars & motorcycle fleets and follow the planning for a rational use of vehicles. Consolidate, analyze and update monthly data and information relating to the overall management of the WVT fleet using the Fleet platform.
Activity
Security (40%)
- Supervise Security personnel at the National and Clusters offices
- Oversee and authorize invoices from Security Firms
- Facilitate training sessions both domestically and abroad
- Provide security briefings to local and international staff/Donors
- Deal with emerging incidents and report them on IMS
Activity
Reports (10%)
- Ensure quality and timely submission of the department monthly report supported by data from the fleet system for travels and use of vehicles and GPS Tracker and fuel usage.
Activity
Administration (15%)
- Ensure that office facilities are guarded and the number of guards agree with contract of the designated company and invoices submitted for payment.
- Support the movement of parcels and assets from one location to the other through using our internal logistics as the first option.
- Coordinate hotel and accommodation for the NO and support other locations in having safe and credible hotels vetted and safe for use by staff and guest.
- Establish to develop Admin Staff capacity at national and zonal offices to ensure autonomy and independence in their work
- Work to sensitize the overall staff on the admin related important information
OTHER COMPETENCIES/ATTRIBUTES
- Must be a committed Christian, able to stand above denominational diversities.
- Perform other duties as required.
QUALIFICATIONS: Education/Knowledge/Technical Skills and Experience
Minimum Qualification required
- Must be a holder of Bachelor of Science in Mechanical Engineering, Bachelor of Business administration in Logistics and Transport Management, or related qualification from a recognised Institutions.
- At least Two years' experience in Fleet Management.
Technical Skills & Abilities
- Good skills problem solving, teamwork
- Effective communication skills
- Good understanding of World Vision operations
- Ability to maintain effective working relationships with staff and partners at all levels
- Ability to work with various departments and foster teamwork.
- Skills in database management and record keeping.
- Ability to maintain the highly confidentiality
- High level of commitment and working with minimal supervision.
- Commitment to World Vision objectives and ministry, mission statement and core values
- Able to manage multiple priorities in cross-cultural teams and prioritize under pressure
- Able to respond to deadlines.
- Integrity and strong interpersonal skills.
- Customer Service orientation.
Working Environment / Conditions:
- Work environment: Office-based with frequent travel to the field
- Travel: 10% Domestic/international travel is required.
- On call:10%
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
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