Fleet Officer

The Fleet Officer is the central operational coordinator of the Fleet Department, positioned at headquarters in Gulu. This role exists to serve three interconnected functions within the decentralised operating model:

1. Consolidation Hub: Receive, verify, and synthesise weekly field reports from four Field Fleet Assistants into coherent operational intelligence for the Fleet Manager. Ensure data quality, identify cross-cluster patterns, and flag anomalies that field-level observation alone cannot detect.
2. Systems & Process Administrator: Operate and maintain the digital infrastructure of fleet operations — including the digital repair tracking system, fuel allocation registers, asset database, in-house geolocation monitoring platform, in-house transport booking system, and KPI dashboard — ensuring that documented processes (Draft Fleet Management Policy, RACI matrix) are executed consistently.
3. Supervisory Bridge: Provide day-to-day operational supervision and mentoring to the four Field Fleet Assistants, translating Fleet Manager strategy into field-level instructions, managing repair escalations, coordinating cross-cluster asset transfers, and ensuring consistent standards across all regions.

Duties and Responsibilities

Field Fleet Assistant Supervision & Coordination

The Fleet Officer is the direct supervisor of Fleet Assistants.

1. Receive and review weekly cluster reports from all four FAs (due Monday 09:00); consolidate into a unified weekly fleet status report for the Fleet Manager.
2. Receive and review monthly asset status reports from FAs (due 3rd working day of each month); verify data accuracy and completeness before submission.
3. Manage repair escalations: process FA-submitted repair requests exceeding field authority thresholds (≥ UGX 200,000 for motorcycles, ≥ UGX 100,000 for vehicles) and route to the Fleet Manager where required.
4. Coordinate cross-cluster asset transfers when operational needs require motorcycles or bicycles to move between regions.
5. Conduct remote performance monitoring of FAs against defined KPIs; provide feedback, coaching, and corrective guidance.
6. Undertake periodic headquarters-initiated verification visits to field clusters (minimum 1 per quarter per cluster) to audit FA work quality, garage standards, and asset condition.

Fleet Systems Administration & Data Management

1. Operate and maintain the digital-based repair request and tracking system; process repair submissions, update statuses, and close completed records.
2. Manage the digital fleet directory: ensure all 851 assets are accurately recorded with current status, location, assignment, maintenance history, and cost data.
3. Administer the transport booking system (online form linked to allocation calendar); process vehicle and driver assignments for headquarters-originated transport requests.
4. Monitor the in-house geolocation monitoring platform (once fully deployed): review daily position data, identify route anomalies, and cross-reference against mileage submissions and fuel allocations.
5. Maintain the driver/rider competency register: track licence validity, training completion, incident history, and performance scores for all authorised drivers and riders.
6. Update and publish the monthly Fleet KPI Dashboard covering total cost of ownership per asset, uptime percentage, fuel efficiency, external hire frequency, incident rates, and budget variance.

Fuel Allocation & Financial Coordination

1. Administer bi-weekly fuel allocation to field teams based on verified mileage submissions, operational plans, and approved monthly caps.
2. Reconcile fuel issuance records against mileage data and (once deployed) in-house geolocation distance calculations; investigate and report variances exceeding 5%.
3. Track monthly fleet expenditure against budget by cost category (fuel, repairs, external hire, spare parts, insurance); prepare variance reports for the Fleet Manager.
4. Process and verify supplier invoices against approved repair requests and delivery notes before submitting to Finance for payment.
5. Track outstanding bills and payment timelines; escalate ageing payables to the Fleet Manager.

Compliance, Safety & Incident Management

1. Enforce compliance with the Draft Fleet Management Policy across all operations; provide interpretation guidance to field staff and FAs on policy provisions.
2. Process and review incident reports submitted by Field FAs; ensure documentation is complete within 48 hours of occurrence and compile investigation files in liaison with the Safety and Health Officer for the Fleet Manager.
3. Track and ensure currency of all fleet documentation: vehicle registrations, third-party insurance, and special permits.
4. Coordinate driver/rider training delivery with Field FAs, ensuring all personnel complete Kijani road usage and basic maintenance training.
5. Support the Fleet Manager and Safety and Health Officer in accident investigation for serious incidents (Level 3+).

Procurement, Supplier & Field Inventory Management (Headquarters Level)

1. Maintain the approved supplier list (garages, fuel vendors, parts suppliers, motorcycle hire owners) and ensure all FAs operate exclusively within it.
2. Support the Fleet Manager in supplier contract negotiation, renewal, and performance evaluation.
3. Process external vehicle hire requests: verify that internal capacity is exhausted, work with procurement team to obtain quotes, recommend vendors, and coordinate logistics.
4. Identify and source qualified repair and maintenance suppliers (garages, spare parts vendors) across field clusters, working with Field FAs to assess capability, pricing, and reliability before onboarding to the approved supplier list.
5. Identify and coordinate motorcycle hire providers in field locations to supplement fleet capacity during peak operational demand, asset downtime, or cluster shortfalls.
6. Manage ongoing relationships with fleet maintenance suppliers: monitor service quality, turnaround times, and pricing consistency, and conduct periodic supplier performance reviews.
7. Resolve fleet supplier issues and disputes (service quality concerns, invoicing discrepancies, delivery delays), liaising directly with vendors and escalating unresolved cases to the Fleet Manager.
8. Support in undertaking periodic stock audits of materials, fuel, and other fleet-related inventory across field areas of operation; verify audit findings against the digital fleet directory and follow up on discrepancies.

Headquarters Operations (Daily)

1. Manage daily vehicle allocation and booking processing for headquarters-based transport requests.
2. Assign drivers and coordinate despatch for all HQ vehicle movements.
3. Conduct or oversee pre-deployment inspections for HQ-based vehicles before despatch.
4. Serve as the 24/7 emergency contact for fleet incidents outside working hours, escalating to the Fleet Manager for Level 3+ events.

Minimum Qualifications

Education

1. Diploma or Bachelor’s degree in Logistics, Supply Chain Management, Transport Management, Business Administration, or a related field.
2. A qualification in Mechanical/Automotive Engineering is an added advantage but not essential.

Experience

1. Minimum 2 years’ experience in fleet operations, logistics coordination, transport management, or supply chain administration.
2. At least 1 years’ experience supervising or coordinating a distributed team (remote staff, field officers, or regional operatives) is strongly preferred.
3. Experience managing digital records systems (databases, asset tracking platforms, form-based workflows) in an operational environment.
4. Experience working in NGO, social enterprise, or development sector field operations in Uganda or East Africa is a distinct advantage.

Technical Skills

1. Proficiency in Microsoft Excel or Google Sheets (pivot tables, data validation, VLOOKUP, conditional formatting) — assessed at interview.
2. Working knowledge of digital data management and ERP platforms (SAP, Airtable, Google Forms, or comparable tools).
3. Ability to interpret geolocation/telematics data (training on the in-house geolocation tracking platform will be provided; prior experience with any geolocation monitoring platform is advantageous).
4. Understanding of vehicle and motorcycle maintenance cycles sufficient to evaluate repair requests, verify cost reasonableness, and detect anomalies in repair data.
5. Valid Ugandan riding licence (Class A) and/or driving licence is desirable.