Head, Travels and Protocol

Job title : Head, Travels and Protocol

Activities

• Ensures provision of Land Transportation for a safe movement of company personnel and goods from one place to another purposely for company business in Nigeria affiliate.
• Ensure all land transport is operated in conformity with Company LTMS, HSE Driving Policy and Conduct HSE meetings (weekly, monthly, quarterly) and follow related action plans.
• Enforce HSE rules on Road/Water-Transport activities (passengers and equipment) and implement solutions for Carbon Footprint reduction.
• Organize and participate to HSE events (best anomaly rewards, Safety Feedback Notice Presentation, Safety Stand Down, Safe Driving Campaign, Contractors audits) to promote HSE culture.
• Lead incidents analysis, investigation of road transport incidents in conjunction with HSE department and keeps records of accidents and related Cause Tree Analysis (CTA) to ensure mitigation measures are enforced.
• Ensures efficient utilization of the On-line Vehicle Request tools, Journey
• Management Feedback tools and Fleet management tools by all users.
• Ensures the daily management of over 391 drivers to maintain cordial industrial harmony in the company.
• Timely preparation of drivers’ monthly HSE meeting, safety training, leave schedules and monitor implementation.
• Oversees the supply, Installation, Maintenance of IVMS and /or Driving
• Improvement & Monitoring System (DIMS) and Monthly downloaded IVMS/DIMS report follow up.
• Prepares activity report on land transport and makes recommendations to the Travels Manager on land transport matters.
• Manages the Fuel Dump, Fuel Card, Offloading, Storage of AGO and PMS and ensure availability of fuel and its administration to all company operational vehicles, lease vehicles and status cars for smooth operations.
• Validates repair estimates from garages for company own vehicles and approves repairs
• Oversee the company vehicles lease contracts and ensure vendor compliance with the terms of contract.
• Participates in preparation and running the Departmental annual budgets, inserts controls to monitor budget compliance.
• Prepares necessary documentation for vehicular asset acquisition and disposal.
• Regularly updates and maintains a database of all vehicles owned and /or leased by the company with details of servicing, repairs, and fuel consumption.
• Ensure timely capture and collation of Land transport KPI’s and data are inputted into the Dashboard.
• Ensures the regular maintenance & frequent update of Drivers & Fleet register & Data base.
• Champions Safe Drive as the Land Transport Correspondent for the JV district in support of the Road Safety Coordinator.
• Support the Travels Manager in managing all Nigeria affiliate relationships with NAPIMS as it relates to Land transport activities
• Performs any other duties/projects that may be assigned to him/her by the Travels Manager.

Accountabilties

• Deliver measurable cost savings through strategic procurement, fare optimization and commercial negotiations while maintaining or improving service quality standards
• Ensure zero safety incidents related to travel and accommodation services through rigorous HSE compliance, vendor audits and continuous improvement initiatives
• Guarantee business continuity through robust contingency planning, real-time problem resolution and effective stakeholder communication during disruptions
• Maintain strong governance and internal control over all travel expenditure, vendor transactions and procurement activities in full compliance with Company rules and anti-corruption policies
• Sustain excellent relationships with airlines, hotels, travel agencies and regulatory bodies that enable preferential service levels and rapid issue resolution
• Provide timely, accurate and insightful performance reports, analytics and strategic recommendations to enable informed management decision-making
• Develop team capabilities and build succession pipeline through coaching, training and structured development programmes
• Ensure full compliance with all applicable regulations, immigration requirements and aviation security protocols.

Profile
Qualifications / Experience Required:

• HND / BSc Degree in Engineering or Social/Management Sciences
• Minimum of 7 years’ work experience in Logistics, Engineering, or related field.
• Capable of working with minimum supervision and good analytical skill.
• Good Computer skills.
• Good administrator, organizational skill, Courteous, patient, detailed and sufficient capacity to manage pressures.

HSE Objectives:

• Champion a strong HSE culture within the Travels and Protocol function, ensuring all personnel understand and fulfil their safety responsibilities
• Ensure all hotels and accommodation facilities meet Company HSE standards through systematic audits, risk assessments and corrective action tracking
• Implement and monitor compliance with travel safety procedures including journey management, emergency response protocols and incident reporting
• Familiarise self and team with Company's EP Nigeria emergency procedures, carrying out assigned responsibilities safely and reporting all incidents, unsafe acts or conditions
• Ensure all personnel under supervision are appropriately trained, competent and continuously monitored for HSE compliance.