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Details of Vacancy
Position Vacant : Fleet Management Coordinator
Company Name : FUTURE OPTIONS CONSULTING LTD-- offering online recruitment services is recruiting on behalf of its valued Client
Company Profile : Our esteemed client in the Health Care Industry.
Job Description :


Maintain an efficient and effective transport and vehicle management system, to ensure that transport services support the achievement of objectives


KRA 1 – work with SSM to develop and implement policies and guidelines that ensure effective and efficient provision of transport services

  • Liaise with SSM to develop and implement policies and procedures
  • Develop and routinely update SOP’s to guide day to day operations of the transport function
  • Highlight gaps in procedures and advise management on necessary revisions
  • Monitoring compliance and effectiveness of policies and procedures

KRA2: Monitor and ensure proper management and maintenance of vehicles for provision of efficient transport services

  • To undertake regular cost benefit analyses and needs analyses of fleet to ensure efficiency and effectiveness
  • Plan and organise vehicle maintenance servicing and repairs whenever necessary to ensure timely and effective repair of vehicles
  • Ensure availability of skilled drivers to drive the vehicles
  • Ensure that all vehicles are in good mechanical condition, regularly serviced and duly insured.
  • Ensure that all vehicle fleet have tool kits and first aid box.
  • Follow up reports of vehicle damage with the Support Services Manager as well as other organisations like the police as and when need arise.
  • Ensure that each vehicle has a designated driver who is responsible for its checks and maintenance.

KRA 3: Ensure efficient and effective management of fuel for vehicles, as well as track usage on fuel cards.

  • In liaison with the procurement department, procure and monitor usage of fuel for the vehicles.
  • Manage the issuing and track usage of fuel cards
  • Ensure proper and accurate documentation of vehicle mileage records by undertaking weekly checks of individual drivers’ mileage records and taking necessary action where inconsistencies are noted  
  • Ensure compliance by driver to established fuel consumption procedures by routinely monitoring fuel consumption records
  • Ensure safe custody of all transport records (including vehicle registration log books and mileage logs books)
  • Maintain an up to date database for  proper tracking and reporting of vehicle usage & fuel consumption
  • Analyse fuel consumption records generated by service provider to ensure accurate billing

KRA 4:  Manage & coordinate the activities of the transport team to ensure efficient & effective performance for the achievement of department objectives

  • Provide effective leadership, and maintain good teamwork among the drivers
  • Coordinate and supervise the work of the transport department
  • Develop duty rota for drivers to ensure achievement of department objectives
  • Ensure that the drivers have up-to-date and the correct class of driver licence
  • Supervise the deliveries of the various items including letters, packages, laboratory samples, etc.
  • Participate in the drawing of the department budget, and ensure effective management of the agreed activities within the budget line.
  • Plan and conduct regular meetings with the team.
  • Ensure regular availability of an ‘on call’ driver for the in-patient care centre whenever required.
  • Define and monitor performance targets for effective service delivery
  • Ensure availability and access to resources necessary for provision of quality transport services
  • Develop and implement systems for proper accountability of resource and activities
  • Ensure effective performance management of staff within the department through performance appraisal
  • Support the staff of the department and respond to their issues on a timely manner.
  • Prepare and submit to the Support Services Manager periodic departmental activity reports.

KRA 5:  Oversee and ensure availability of efficient and effective transport services for staff, clients, visitors and or items to required destinations

  • Develop and implement a transport requisition system, ensuring that clear timescales are established and disseminated, and that all necessary approvals are in place prior to travel
  • Provide appropriate documentation to support payment requisitions and monthly mileage recharge reports to ensure completeness of accountability for costs incurred
  • Develop and disseminate a weekly transport schedule, and ensure that all transport needs are met.
  • Ensure that staff, Clients, Participants and Visitors are transported in time
  • Supervise the deliveries of the various items including letters, packages, laboratory samples, etc

KRA 6 –coordinate and supervise the outsourced service provider to ensure provision of quality services and value for money.

  • Monitor service provider contracts and advise management accordingly to ensure that it has updated contracts for hired transport, fuel companies and garage services.
  • Develop minimum requirements and ensure they are included within service contract as regards to Conditions of vehicles, Features (for example, Air conditioning is a basic minimum requirement), Driver capability, Vehicle insurance
  • Monitoring operations of service providers against contractual obligations to ensure compliance and take appropriate action where service does not meet expectations
  • In liaison with Procurement and Stores Coordinator, undertake regular market research on transport charges to ensure that the cost of these services are offering value for money
  • To process timely payment request for service providers in line with the approved budget as well as ensuring value for money.

Experience : 4 (Years)
Job Type : Full Time
Industry Type : NGOs
Functional Area : NGOs
Location : Kampala Uganda
Skill Set :

Education and Aptitude:

  • Bachelors Degree in Transport and Logistics Management or Business related Bachelors Degree with post graduate diploma in Fleet Management
  •  Possession of a valid driving Permit
  • Certficate in defensive driving

Job related experience and knowledge.

  • 4 years’ working experience in fleet management with 2 years experience of supervisory responsibility
  • At least 4 years’ driving experience

How to Apply: Interested candidates are invited to send their applications enclosing curriculum vitae, copies of academic and professional certificates along with the names and contacts of three referees. Applications should be sent by post, courier, hand delivery or e-mail to the address given below; The Director, Executive Recruitment, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala Road, P.O. Box: 34934, Kampala, Uganda. Phone: +256-414-231204/206, Email: hr@futureoptionsug.com
Contact Information
Name/ Designation : The Director -
Telephone : 0414231204/206
Website : www.futureoptionsug.com
Address : Replies To: Future Options Consulting Ltd, 4th. Floor, Diamond Trust Bldg,
Job Posted on : 05 Sept 2018
Apply Before Date : 19 Sept 2018