Transport and Protocol Manager

2 weeks ago

Pretoria, Gauteng, South Africa Foreign & Commonwealth Office Full time
Job Description (Roles and Responsibilities)

Main purpose of job:


The Corporate Services Team in South Africa is responsible for delivering various services to both UK Based diplomatic staff and country based staff across South Africa.


The Transport and Protocol Manager will manage the Transport and Protocol teams with over 16 employees, which include the officers and drivers across the network, whilst delivering a quality and professional service for a demanding operation.

Therefore previous management experience is fundamental for this position.

The Transport and Protocol Manager will further be required to manage all aspects of the transport fleet which includes over 50 soft skin

Roles and responsibilities:

Protocol Team

  • Familiarise, understand and cascade best practice and/or training with regards to the Corporate Service Charter. This documentation outlines the service level agreement between Corporate Services and Partners across Government and will assist you to manage the relationship with your customers. You will also be responsible for updating this documents and all annexes as the operational requirements changes.
  • Manage a quality, proactive and consistent customer service for new arrivals. This will include duties such as regular review and updating welcome packs, post information (i.e. Corporate Services Charter), arrangements around heavy baggage /unaccompanied airfreight (UAF), Certificate A's, continues and consistent customer engagement, bank letters, meet and greet on arrival date, etc. Deliver induction for all new UKBased arrivals on their first day in the office.
  • Manage accurate record keeping within the protocol team. These duties include ensuring that all files are current and up to date; schedules, such as the staff establishment list, are easily accessible and up to date and in line with the UK data protection act.

Transport Team

  • Managing all aspects of the transport fleet for South Africa. These duties include, but are not limited to maintaining all vehicles in accordance to UK guidance and local laws, registrations and licencing, ensure insurance cover for all vehicles and passengers, maintaining detailed records of vehicle servicing and inspections, ensure prompt and mínimal down time on repair vehicles, scheduling/rotating of vehicles for operational efficiency, manage transport kits including updating registers of first aid kits, drivers first aid training, analysing data to increase operational efficiency, developing strategies for greater fuel efficiency, etc.
  • Manage the transport fleet rotation which includes updating and maintaining the fleet asset register and 5 year rotation strategy. Preparing of capital purchase bids and purchasing of vehicles (local and/or imports). Disposing of depreciated vehicles and updating the fixed asset registers on Hera.
  • Managing the transport operations including monitoring driver behaviour and ensuring a high level of customer service and professionalism, overseeing transport bookings to ensure compliance and consistency, ensuring drivers overtime and mileage claims are kept at a mínimal, resolving all HR aspects of the transport pool and ensure mandatory training is completed regularly. Monthly monitoring and reporting on vehicle tracking system to improve driving skills.
  • Deliver on the OneHMG memorandum on the understanding and the local Corporate Services Charter service levels and mitigating any operational risks.

Other Duties

  • Effective budget management and reporting of the transport and stationary budget. This includes providing an evidenced annual forecast and monitoring monthly spend to forecast. Managing all credit card spend for the transport and protocol teams to ensure risk free compliance. Procurement and contract management of key suppliers, including managing KPI's, service delivery, etc.
  • Wider mission involvement at events and functions may be required from time to time.

Resources managed (staff and expenditure):

  • Line manager of 3 Protocol officers, 1 Transport Supervisor and 14 Drivers. Tasks include full responsibility for performance management, leading on tasking and resourcing the protocol team and ensuring sufficient cover throughout the year. (E.g. Performance Reviews, training, leave planning, uniforms, etc.)
Essential qualifications, skills and experience
Years Line Management Experience Essential

  • Excellent communication and relationship building skills
  • Strong Administration skills and attention to detail and initiative
  • Good customer service skills coupled with an ability to handle difficult customers
  • Ability to work under pressure and problem solving skills
  • Good organising skills
Desirable qualifications, skills and experience

  • 3 Years Protocol Experience within a diplomatic mission
  • Previous Fleet Management Experience within a diplomatic mission


 Required behaviours
  • Changing and Improving, Making Effective Decisions, Managing a Qual

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