Job Summary: The Fleet Coordinator is responsible to oversee the Medical Teams Uganda (MTI-U) countrywide fleet of vehicles, motorbikes, generators, and other motorized equipment to ensure efficient utilization, maintenance, and accountability in line with government and donor regulations. The Coordinator also provides technical support to the Kampala and field office staff. They will also ensure that fleet operations follow all security and security requirements and best practices to protect people and property involved as well as the reputation of Medical Teams.

Job Location: Kampala

Job Responsibilities:

• Develop, establish, and implement, in close cooperation with the Logistics Manager, long-term strategies and systems for professional and effective fleet management in the areas of planning, standardization, allocation, monitoring, cost control, maintenance, technical advisement, training, and fleet disposal.
• Support periodic review of fleet policy, procedures, guidelines, and forms
• Develop and maintain effective operating systems and databases to ensure consistent and uniform standards and monitoring of fleet functions.
• Develop and maintain effective systems and guidelines for professional repair and maintenance management.
• Collaborate with the Procurement team and other stakeholders to maintain relationships and agreements with qualified workshops in all field locations to foster decentralization of technical management.
• Optimize fleet efficiency and cost-effectiveness through planned resource allocation in annual planning, proposal development, and procurement planning.
• Manage, supervise, guide, and train the line-managed fleet staff to ensure appropriate performance.
• In coordination with the Logistics and Safety & Security teams, plan and implement a professional training program for all fleet topics and ensure inductions and pieces of training occur when needed.
• Ensure that all MTI-U drivers operate in a professional manner and in accordance with policy, procedures, and traffic safety laws.
• Ensure driver and asset data files and paperwork are current and filed appropriately countrywide.
• In coordination with the Logistics Manager, prepare annual replacement plans in the second quarter of every year.
• Monitor and report on the use of all fleet assets whether owned, leased, donated or loaned.
• Ensure control and accountability in the management of all fleet fuel supplies, including contingency planning. Operate a fuel monitoring and reporting system to ensure maximized cost efficiency and appropriate and transparent usage of donor funds.
• Act as the technical advising lead for all decision-making around fleet and transportation planning, procurement, import, and management.
• Ensure the appropriate level of insurance for all fleet as required by law and agreed by senior management.
• Carry out regular visits and coordination calls with all field locations to coordinate fleet management aspects while ensuring strict adherence to fleet standards.
• Represent MTI-U in coordination and networking meetings.
• Up to 10%, and as coordinated with line management, support HQ Logistics team in the creation and update of global policy, manuals, tools, and systems as well as supporting with global training and capacity building activities.

Education, Experience, Licences and Certifications

• Minimum of a Degree in Transport/Logistics Management or Mechanical Engineering from a recognised institution. Additional pieces of training in fleet management is desirable.
• Valid driving Licence for all relevant classes (Classes A, B, CM and DL is required). Possession of other classes are added advantage.
• Knowledge of automotive mechanics is an advantage.
• Effective interpersonal skills, oral and written communication skills.
• Minimum of 3 years of proven supervisory experience in fleet department preferably in international humanitarian organisations.
• Minimum of 5 years of working experience at supervisory level in International Humanitarian Organisations with a minimum fleet portfolio of 20 Vehicles.
• Experience working in a consortium of humanitarian actors, including UN agencies, is desirable

Knowledge, Skills and Abilities

• Fleet management systems, GPS tracking, fleet maintenance, and driver training.
• Budgeting, planning, and implementation management
• Full computer literacy on Windows and MS Office is mandatory. Knowledge of ERP and fleet management software is an added advantage
• Working knowledge of the fleet and traffic laws of Uganda is an added advantage.
• Knowledge in other logistics functional areas such as warehousing and procurement is desirable.
• Strategic and long-term planning skills required
• Mentoring, training, and capacity building
• Systems design and strengthening
• Fluent written and spoken English
• Analytical and detail-oriented
• Remote management
• Good networking skills with the ability to negotiate
• Highly organized with good quantitative and qualitative skills in decision making
• Maintain detailed and complete records with high accuracy
• Productively engage across departments in matters relating to the fleet.
• Ability to support Medical Teams Calling and adhere to the Medical Teams Code of Conduct