Supervisor: Staff Cars

**Key deliverables and outputs**

1. **Strategic/Financial**
- Ensure that the staff vehicle scheme is enforced and actioned in line with policy to add value to the organisation and
employees.

**2. Operational**

Supervise, coordinate, and administer a seamless process of ordering and delivery of staff vehicles in line with company
policies:

- Monitor, coordinate and administer all operations processes for staff vehicle orders, allocation, preparation, and
workflow completion.
- Natis records are maintained according to legal requirements.
- Ensure licence renewals are carried out before expiry.
- Monitor the custody and storage of spare keys according to company policy.
- Oversee the correct activation, distribution, management of Telematics, Tracker, E-Tags and Fuel cards to minimise
financial loss & risk.
- Monitor the issue of orders & payment through TRAAC’s, upload of accurate information into AS400 system.
- Ensure Avis Fleet Services Inspection Application is monitored and effectively implemented.
- Oversee and administer the staff accident procedure (e.g., replacement car, allocation of costs and recovery admin,
staff deductions)
- Assist employees to action vehicle maintenance procedures (e.g., services, windscreens, tyres etc.) internally and
externally in exceptional circumstances.
- Coordinate the return and replacement of staff vehicles, keeping within prescribed time limits.
- Monitor, coordinate and administer all operations processes for staff vehicle orders, allocation, preparation, and
workflow completion.
- Review and furnish Fleet Control management with Staff vehicle reports & dashboard (usage, safety, reconciliations,
damage, excess recoveries, on staff vehicles.

**3. Stakeholders (Internal & External Customers, Suppliers, Shareholders, Communities)**
- Liaise with the Human Capital team for confirmation of staff grades, scheme allocation and staff accident excess
recovery.
- Liaise with employees regarding vehicle orders and resolving any admin-related queries.
- Engage and communicate with suppliers (vehicle manufacturers) about availability, orders and payments for vehicles.

**4. Employees**

**People Management**
- Review, discuss and sign off Job Profiles for employees.
- All employee documentation is actioned as per procedure and submitted by deadline (Range: new employee,
probation, coaching, 1-1 meetings, scorecard, IDP)
- Performance Appraisals / Scorecards are completed twice per annum.
- Create and maintain monthly performance tracking report for staff.
- Appropriate action is taken to correct poor performance and misconduct.
- Assist in putting succession plans in place (Identify and develop a possible successor)

**Internal and External Stakeholders**
The role requires close engagement and collaboration with key internal and external stakeholders.

**Internal Stakeholders**
All employees on the staff vehicle scheme; Human Capital team, Finance team; Used Car Executive.

**External Stakeholders**
Vehicle Manufacturers; Car scheme provider (e.g. Standard Bank)

**Academic Qualifications**

**Essential**:

- Matric
- Valid driver’s license - Code 8

**Advantageous**:

- Diploma in basic accounting or logistics

**Work Experience**

**Essential**:

- 5 years’ Avis experience in administration
- Previous account reconciliation experience

**Advantageous**:

- Previous experience in supervising a team
- Previous Procurement experience
- Previous planning and logistics experience
- Previous Accounting experience.

This job requires that the employee maintains the highest level of Honesty and Integrity as he /she will have access to company assets, cash handling and confidential record storage areas. This requires that a formal personal background check is undertaken. **In ensuring a safe working environment for all, Avis will prioritise vaccinated employees in the recruitment process. Applications Closing date 30/05/2023