Administration and Fleet Coordinator

  • Full Time
  • Zomba, Malawi
  • Applications have closed

CARE Malawi

CARE provides equal employment opportunities and female candidates are strongly
encouraged to apply for the positions advertised below.

CARE is an International NGO that works in 95 countries around the world to save lives, defeat poverty and achieve social justice. In Malawi, CARE works in collaboration with the Government of Malawi and other local and international partners.

CARE International in Malawi has been awarded a cooperative agreement from the U.S. Agency for
International Development’s Office of Food for Peace (USAID/FFP), in to implement a five-year Development Food Security Activity (DFSA) to improve and sustain the food and nutrition security of
vulnerable populations in Zomba and Mangochi Districts. The project will work at the individual,
household, community and institutional levels to address the underlying causes of food insecurity and
strengthen transformative opportunities. This includes a focus on improving food access and incomes
through agriculture and other livelihoods initiatives; enhancing natural resource and environmental
management; combating under-nutrition, especially for children under two and pregnant and lactating
women; and mitigating disaster impact through early warning and community preparedness activities.

The project which will be called Titukulane is intended to strengthen resilience in populations vulnerable
to acute, chronic hunger and recurrent shocks, stresses and crises, and to reduce future need for ongoing or emergency. CARE is working in consortium with Save the Children, Emmanuel International,
WaterAid, NASFAM, and IFPRI, as well as other associated organizations.

CARE seeks to recruit well qualified staff to fill various vacant positions based in Zomba and Lilongwe as

Administration and Fleet Coordinator – Zomba
The Administration and Fleet Coordinator shall report directly to the Procurement and Logistics
Manager. The position shall have the primary responsibility of handling fleet and general office logistics
for the PMU. S/he shall also ensure that project and administration staff have vehicles available at all
times and that fleet, fuel and other related materials are used in line with CARE’s policies and

Key duties and responsibilities

  • Plan vehicle utilization, ensuring that all staff are allocated vehicles according to their needs;
    ensure all vehicles have legal documents and that they are renewed in a timely manner i.e.
    insurance, licence, COF.
  • Ensure correct use of log books by all drivers; ensure that
    repair/maintenance requests for vehicle are prepared according to routine servicing schedule;
    ensure that all vehicles are parked at the office after work and keys are kept safely to avoid
  • Ensure efficient use of fuel in all vehicles to ensure daily and timely fueling of all CARE Malawi
    vehicles; reconciles the Fuel Vouchers with receipts and prepare the Fuel Imprest ; maintain
    monthly fuel usage reports; liaise with fuel vendors to ensure that fuel is available at all times
    and that drivers maintain correct fuel records.
  • Manage CARE’s assets maintain Asset Registers; liaise with service providers for maintenance
    and servicing of assets coordinate both office and residential lease agreements to ensure proper
    execution of the lease;
  • Receive and book stocks in stores using the electronic stock recording systems; maintaining
    acceptable stock and re-order levels of stationery, issuing out stationery to staff and producing
    monthly stationery usage reports; work with procurement on the stationery procurement
    requisitions to ensure economic reorder levels with due regard to storage space
  • Participate in preparation of annual budgets for Fleet related activities of the PMU; advise on
    the specifications for the procurement of vehicles and motorbikes; receive, test all newly
    procured vehicles and confirm status of the items before any designated use; check and confirm
    service status of vehicles when back from the garage and complete GRNs for the services
    received; participate in the identification of suitable garages and/or workshops for vehicle and
    motor cycles servicing
  • Mange performance of all drivers

Required qualifications and experience

  • Bachelor’s Degree in Administration or Logistics with at least 5 years’ experience in fleet
  • Excellent knowledge of Transport management systems
  • Excellent organizing and coordination skills
  • Excellent written and oral communication skills and report writing skills

Applicants who meet the required qualifications and experience should send their applications through
email to following email address :

Application letters should be addressed to:
The Country Director
CARE Malawi
P/Bag A89

Closing date for receipt of applications is Sunday October 20, 2019. Only short listed candidates will be

CARE has zero tolerance for sexual exploitation and abuse and has a Protection from Sexual
Exploitation and Abuse (PSEA) Policy which outlines expected behaviors and responsibilities of all staff
and CARE related personnel (consultants, vendors, partners, project participants, etc.). All potential
candidates will be required to complete a Self-Declaration Form and those successful will be expected
to sign up to the Code of Behavior contained in the PSEA Policy.