Fleet Officer – Kijani Forestry Uganda

• Fleet Information Consolidation: Collect, verify, and analyze field fleet reports to provide accurate operational insights to the Fleet Manager.
• Fleet Systems Administration: Manage digital fleet systems, asset databases, fuel records, repair tracking platforms, transport booking systems, and performance dashboards.
• Field Team Supervision: Provide operational guidance, supervision, and support to Field Fleet Assistants working across different regions.

Key Responsibilities

• Reviewing weekly fleet reports from regional teams and preparing consolidated reports for the Fleet Manager.
• Verifying monthly asset status reports to ensure accuracy and completeness.
• Managing repair escalations and processing requests beyond field approval limits.
• Coordinating movement and transfer of motorcycles, bicycles, and vehicles between operational areas.
• Monitoring Field Fleet Assistant performance and providing coaching and guidance.
• Conducting periodic field verification visits to assess fleet conditions, garage standards, and operational compliance.

2. Fleet Systems Administration and Data Management

• Operating digital repair tracking systems and updating repair progress records.
• Maintaining the fleet asset database with accurate information on location, assignment, maintenance history, and costs.
• Managing transport booking systems and coordinating vehicle allocation.
• Monitoring fleet tracking and geolocation systems to identify route deviations and operational issues.
• Maintaining driver and rider records, including licences, training, incidents, and performance information.
• Preparing monthly fleet performance dashboards covering:
  • Vehicle availability and uptime.
  • Fuel efficiency.
  • Maintenance costs.
  • Asset utilization.
  • Incident trends.
  • Budget performance.

3. Fuel Management and Financial Coordination

• Managing fuel allocation processes based on approved operational requirements.
• Reviewing mileage submissions and fuel usage records.
• Investigating fuel variances and preparing reports.
• Tracking fleet expenditure including:
  • Fuel costs.
  • Repairs and maintenance.
  • Spare parts.
  • Insurance.
  • External vehicle hire.
• Verifying supplier invoices before submission to the Finance Department.
• Monitoring outstanding fleet-related payments and escalating delays.

4. Fleet Compliance, Safety and Incident Management

• Ensuring implementation of fleet management policies.
• Advising field teams on fleet procedures and requirements.
• Reviewing fleet incident reports and ensuring proper documentation.
• Maintaining updated vehicle records, insurance documents, permits, and registrations.
• Coordinating driver and rider safety training.
• Supporting accident investigations and safety reviews.

5. Procurement and Supplier Management

• Maintaining approved supplier lists for:
  • Vehicle repair garages.
  • Fuel providers.
  • Spare parts suppliers.
  • Motorcycle hire providers.
• Supporting supplier evaluation and contract management.
• Processing external transport hire requests.
• Identifying reliable repair and maintenance suppliers across operational locations.
• Managing supplier relationships and resolving service issues.
• Conducting periodic inventory audits for fleet-related materials.

6. Headquarters Fleet Operations

• Managing vehicle booking and allocation requests.
• Assigning drivers and coordinating vehicle dispatch.
• Ensuring vehicles undergo pre-deployment inspections.
• Providing emergency fleet support outside normal working hours when required.
• Escalating major incidents to the Fleet Manager.

Minimum Qualifications

• A Diploma or Bachelor’s Degree in:
  • Logistics Management.
  • Supply Chain Management.
  • Transport Management.
  • Business Administration.
  • Procurement or related fields.

Professional Experience

• At least 2 years of experience in fleet operations, logistics coordination, transport management, or supply chain administration.
• Experience supervising field teams, remote employees, or regional operations.
• Experience managing digital records, databases, or asset tracking systems.
• Experience working in NGOs, social enterprises, or development organizations is an added advantage.

Technical Skills Required

• Pivot tables.
• Data validation.
• VLOOKUP functions.
• Conditional formatting.
• Reporting dashboards.

• ERP systems.
• SAP.
• Airtable.
• Google Forms.
• Asset tracking systems.

• Review repair requests.
• Evaluate maintenance costs.
• Identify unusual repair patterns.

• Class A riding licence and/or
• Driving licence

Key Competencies

• Strong coordination and organizational abilities.
• Attention to detail.
• Problem-solving skills.
• Ability to work independently.
• Leadership and team supervision skills.
• Good communication and reporting abilities.
• Integrity in managing company assets and resources.
• Ability to work in a field-based operational environment.

Career Growth Opportunities

• Senior Fleet Officer.
• Fleet Manager.
• Logistics Coordinator.
• Transport Manager.
• Supply Chain Manager.
• Operations Manager.

Why Join Kijani Forestry?

• Work in a growing forestry and sustainability-focused organization.
• Develop expertise in fleet and logistics management.
• Manage large-scale operational systems.
• Work with digital tools and modern fleet management processes.
• Build leadership experience through team coordination.

How to Apply

Interview Preparation Tips

• Previous fleet or logistics management experience.
• How you have controlled fuel costs and vehicle maintenance.
• Experience managing drivers, riders, or field teams.
• Examples of using Excel or digital systems for reporting.
• How you handle vehicle breakdowns, incidents, and operational challenges.

CV Tips for Applicants

• Fleet management experience.
• Logistics coordination achievements.
• Vehicle maintenance knowledge.
• Experience managing assets and databases.
• Reporting and Excel skills.
• Team supervision experience.