Fleet Coordinator

• 40+ Drivers (Heavy Goods Vehicles - 10T to 20T ordinary and reefer trucks)
• 9+ Turn Men (Vehicle assistants / load handlers)
• 4+ Mechanics (Workshop technicians)

• Workshop Supervisors / Lead Mechanics
• Fuel Attendants and Warehouse/Loading Teams
• Third-party service providers and tyre suppliers

• Maintain a real-time fleet availability register, tracking operational, under-maintenance, and off-road status for every vehicle.
• Plan and implement Preventive Maintenance Schedules (PMS) to minimize unplanned downtime.
• Coordinate daily pre-trip and post-trip vehicle inspections with drivers and turn men.
• Ensure all vehicles are roadworthy, licensed, insured, and carry valid inspection certificates as per UNRA and Uganda traffic law requirements.
• Monitor reefer truck temperature control systems and coordinate refrigeration unit maintenance.

• Liaise with mechanics to plan, prioritize, and track all corrective and preventive repairs.
• Manage job cards for every vehicle entering the workshop, ensuring timely sign-off and return to fleet.
• Source spare parts, tyres, and consumables in coordination with procurement, ensuring stock availability without over-investment.
• Monitor workshop turnaround times and escalate delays that risk service delivery commitments.
• Maintain a vehicle defect log and track recurring faults to drive root-cause corrective actions.

• Allocate vehicles to drivers based on load requirements, driver competence, and route demands.
• Monitor driver attendance, discipline, and conduct in compliance with company policies.
• Conduct or coordinate driver briefings on safety, load handling, cold-chain compliance (for reefers), and traffic regulations.
• Manage driver overtime, rest periods, and scheduling in accordance with fatigue management best practices.
• Supervise turn men to ensure correct loading, offloading, strapping, and load security procedures.

• Control and monitor fuel consumption per vehicle, identifying variances or anomalies indicative of pilferage or inefficiency.
• Maintain fuel issue records and reconcile daily/weekly fuel consumption against trip logs and mileage.
• Identify cost-reduction opportunities in fuel usage, tyre management, and maintenance spend

• Ensure all drivers hold valid Ugandan driving permits (class CE for articulated HGVs) and current medical fitness certificates.
• Maintain up-to-date vehicle documentation: logbooks, route sheets, waybills, third-party insurance, and fitness certificates.
• Enforce and monitor adherence to axle-load regulations and gross vehicle mass (GVM) limits.
• Report and investigate all accidents, incidents, and near-misses; implement corrective actions and lessons learned.
• Ensure cold-chain documentation is accurately completed for all reefer consignments.

• Prepare and submit daily fleet status reports, weekly maintenance summaries, and monthly KPI dashboards to the Transport Manager.
• Maintain accurate records in fleet management systems or spreadsheets (whichever is in use).
• Communicate proactively with dispatch, warehouse, and customer service teams on vehicle availability and delivery commitments.
• Escalate critical fleet issues-major breakdowns, accidents, or compliance failures-immediately to senior management.

• Uganda Certificate of Education (UCE) - O-Level (compulsory baseline).
• Uganda Advanced Certificate of Education (UACE) - A-Level, or equivalent technical qualification from a recognized Ugandan institution.
• Diploma in Logistics & Supply Chain Management, Fleet Management, Mechanical Engineering, or a related field from a recognized Ugandan institution (e.g., Uganda Management Institute (UMI), Makerere University Business School (MUBS), Uganda Technical Colleges, or NITA-accredited institutions).
• A bachelor's degree in Logistics, Transport Management, Business Administration, or Mechanical Engineering is an added advantage.

• Certificate in Fleet Management or Transport Operations from a recognized body such as the Chartered Institute of Logistics and Transport (CILT Uganda) or equivalent.
• Occupational Health & Safety (OHS) training or certificate.
• First Aid / Emergency Response training.
• Cold chain / reefer management training (for handling refrigerated consignments).
• Training in Uganda Traffic and Road Safety Act requirements, axle-load control, and vehicle fitness standards (UNRA requirements).
• Computer literacy: Microsoft Office (Excel, Word); fleet management software or transport management systems (TMS) is an advantage.
• Valid Uganda driving permit (Class B or CE) is an advantage, though not mandatory.

• At least 3-5 years of hands-on experience in fleet coordination, transport supervision, or logistics operations in Uganda or the East African region.
• Demonstrated experience supervising HGV drivers and workshop staff.
• Prior experience in a food logistics, FMCG, agro-processing, or cold-chain environment will be a distinct advantage given the reefer trucks in the fleet.

• Strong understanding of HGV preventive maintenance routines, service schedules, and common mechanical fault diagnosis.
• Knowledge of Ugandan traffic laws, UNRA vehicle fitness requirements, and axle-load regulations.
• Proficiency in fuel management, fuel consumption monitoring, and variance analysis.
• Ability to read and interpret job cards, vehicle inspection reports, and workshop documentation.
• Working knowledge of cold chain/reefer operations and temperature monitoring.
• Competency in Microsoft Excel for fleet tracking and reporting; familiarity with fleet management software is a plus.
• Ability to produce clear operational reports for management.

• Proven ability to manage, motivate, and discipline a diverse frontline workforce (drivers, turn men, mechanics).
• Strong scheduling and resource allocation skills to maximize fleet productivity.
• Ability to manage multiple priorities simultaneously in a high-pressure, fast-moving operational environment.
• Sound judgment in emergency situations, including breakdown management, accident response, and crisis coordination.

• Results-Driven: Committed to achieving fleet availability and operational targets; holds self and team accountable for outcomes.
• Proactive & Preventive Mindset: Does not wait for breakdowns-anticipates issues and acts in advance to prevent disruptions.
• High Integrity: Demonstrates honesty and transparency, particularly in fuel management, spare parts procurement, and reporting.
• Team-Oriented: Works collaboratively with mechanics, drivers, dispatch teams, and management to deliver shared goals.
• Resilient Under Pressure: Remains calm, focused, and solution-oriented during operational crises, breakdowns, or tight delivery schedules.
• Continuous Improvement Mindset: Constantly looks for better ways to improve fleet reliability, reduce costs, and enhance safety.
• Safety Champion: Demonstrates a genuine commitment to road safety, driver welfare, and compliance-not merely as a policy obligation but as a personal standard
• Customer-Focused: Understands that fleet availability directly impacts customer satisfaction and business reputation; acts with urgency accordingly.
• Adaptable: Comfortable working in challenging field conditions, long hours, and across multiple operational sites as required

• Common purpose
• Open communication
• Setting and Achieving Targets
• Sense of Urgency & Agility
• Accountability
• Collaborate Effectively
• Result-Driven Mindset
• Trust & Mutual Respect
• Customer Focused
• Innovation & Continuous Learning
• Sense of Belonging

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