Data Clerk

Enter Fleet data and produce reports in an established database system and to ensure that the integrity and accuracy of data entered is in accordance with the policies/procedures & normative guidelines as set by WFP.

Ensure that all relevant documents and data as trips, job cards, fuel, spare parts etc. are entered into the system and produce the required reports on accurate a timely basis.

Ensure that any data/information or reports requested are promptly provided and expedited in an efficient manner.

Send/receive data transmissions (replications) on a daily basis as set by immediate supervisor.

Under the direct supervision of the Fleet Manager the incumbent shall perform the following duties:

• Thoroughly check the information registered on the documents for clarity and correctness in accordance to established procedures before data entry is performed

• Enter data as trips, job cards, fuel, spare parts etc. into FMS (Fleet Management System) or any other software package established.

• Perform daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data are maintained.

• Organize systematic reconciliation of records to compare theoretical figures against actual physical records on a weekly, monthly, quarterly and annual basis.

• Prepare & check of reports & ensure that reports are produced on accurate & timely basis.

• Maintain proper filing systems and archiving of documents so that they may be retrieved promptly and efficiently when required.

• Create daily fuel inventory & usage reports for all suboffices to share with country fleet Manager.

• Calculate vehicle liters based on distance, tonnage, and vehicle type. Provide truck driver with the fuel voucher to refuel a truck before the trip.

• Enter all information into FMS Global Fleet software system (including cost per liter, location purchased, date, driver’s name, etc.)

• Manage inventory and usage of bulk fuel supply input data into Fleet Management System (FMS).

• Prepare and provide daily reports of fuel issued for trucks.

• Liaise with ICT and ensure that regular anti-virus updates are applied to all the computers.

• Perform basic administrative functions on FMS such as regular re-indexing and take screen shots of error that occur in the database and send these to FMS section for assistance.

• Analyse data that are produced from the systems and to report any discrepancies or irregularities to immediate supervisor.

• Share experience gained with other staff members and strives towards creating good team building and harmonious atmosphere.

• Perform the duties of all subordinate staff or one level/grade up, in the event of any other staff being absent from his or her duty.

• Travel occasionally within the country as required by the Organization.

• Perform any other duties as requested by immediate Supervisor.

• Liaise and co-operate with all other employees within the Fleet Unit

This role reports to the line manager.

Strong analytical and problem-solving skills.

Ability to work independently and as part of a team.

Willingness to travel to remote locations as required.

Good working knowledge and experience working with Microsoft MS Office Suite.

Proficient in the use of a computerised Fleet Management System (FMS).

Completed at least grade 10 in Mathematics as main subjects.

Diploma in Computer Science/Statistics or equivalent.

At least 2 years of experience in transport operations, preferably in a humanitarian context.

Held the position of Data analyst, or similar job in a company/NGO with at least 2 years’ experience gained in the relevant field.

Fluent in English

This role has no team management responsibility.

Qualified female candidates are encouraged to apply for this role.