Workshop Officer (1 Position) at Peace Winds Japan

Purpose of the position

• Responsible for the management of the day-to-day activities of the Workshop Section, controlling the quality of repairs, annual Preventative Maintenance System, implementation of HSEQ Standards and performance management of staff. He will ensure quality control and effective spare parts management for efficient flow of maintenance work.

Roles and Responsibilities

• Leads a team of Technicians and workshop Assistants within MSU Workshop.
• Supervise the trouble shooting and diagnostics procedure on vehicles and generators.
• Record observations and findings during diagnostics run and decide on the correct method of repair, as necessary.
• Ensure that warranties are properly followed up, monitored, and documented.
• Plan and organize Preventive Maintenance System (PMS) and delegate specific tasks to concerned section/Technicians.
• Forecast and order spare parts for specific jobs/special job or for stocks replenishment.
• Supervise and follow up on actual progress of each individual repair job.
• Establish appropriate set-up and budget to deliver an efficient repair and maintenance Service.
• Monitor the sections productivity. Analyze section work performance and propose solutions to improve work productivity on a timely basis.
• Keep all records of vehicles and other assets under the right of use between UNHCR and Partners and ensure administrative functions are carried out effectively and efficiently.
• Provide on-the-job training as well as coaching and mentoring to Technicians and Workshop Assistants.
• Follow up repair order, and registering the time taken to complete each task.
• Responsible for customer service, reliability and dependability by providing all fields with the technical assistance that they require from the Workshop.
• Evaluate the training requirements of his subordinates and discuss/agree on the training needs with the management.
• Conduct periodic risk assessment for the workshop and recommend safety practices, including good housekeeping.
• Lead weekly departmental meetings to plan for effective operational schedules.
• Ensure proper filing of repair documents i.e. work orders, spare parts requisitions etc.
• Conduct annual performance appraisal of all direct subordinates.
• Signs and approves employee timesheets and spare parts utilization documents.
• Support full compliance with Organizational and Departmental policies and procedures.
• Liaise with UNHCR Supply on procurement of spare parts, quality control, inspection, repair and maintenance of fleet in adequate condition.

Reporting

• Establish project reporting and information system to collect workshop relevant and transparent information in time.
• Submit Workshop Weekly/Monthly Monitoring Report including relevant analysis.
• Contribute to the production of contractual reports for the Donor and Partners.

Staff Management

• Line manages the Workshop Technicians.
• Train Technicians and reinforce their technical and organizational capacities.
• Supervise the completion of Repair and Maintenance work by Mechanical Sections in accordance with the vehicle diagnosis.
• Ensure staffs wear protective gear while in the Workshop.

Qualifications

• Degree/HND in Automotive Engineering with more than 10 years of experience or its equivalent, leading a multicultural Workshop team.
• Professional technical qualifications in the vehicle and generator domain.
• Relevant training in administration/asset management and supplies.

Skills and competencies

• Well-honed leadership and management skills; with an ability to motivate others.
• Hands on ‘real-world’ mechanical experience and knowledge.
• Highly computer literate. Very good working knowledge of ICT technologies (ERP software, email, Microsoft Office, Enterprise Resource Management, etc)
• Excellent grasp of the English language: verbal and written.
• Sound judgment informed by extensive practical knowledge and experience. Innovative, inventive and analytical, able to pre-empt and resolve problems with ease.
• Agile, responsive and performs well under pressure.
• Able to handle conflict and resolve differences of opinion. Heightened cultural awareness – able to relate and build relationships.
• INGO experience and understanding of humanitarian sector- an added advantage.

Commitment to and understanding of PWJ Vision, Mission and Values