Fleet Assistant job at Thornsoft International Ltd | Apply Now

Job Responsibility # 1: Fleet Management (20%):

• Assist in coordinating and scheduling vehicle movements to meet program and operational needs.

• Monitor vehicle usage and mileage to ensure optimal utilization.

• Maintain accurate and up-to-date vehicle records, including logbooks, fuel usage, maintenance schedules, and insurance documentation.

• Monitor and report any driving violations as per the VT SOPs or other CARE polices.

Job Responsibility # 2: Vehicle Maintenance (20%):

• Ensure that all vehicles are regularly serviced and maintained in good working condition.

• Coordinate with service providers for repairs and maintenance.

• Perform routine checks on vehicles to identify any issues and report them to the Fleet Manager.

Job Responsibility # 3: Compliance and Safety (10%).

• Ensure all vehicles comply with local regulations and organizational policies.

• Conduct regular safety inspections and ensure that vehicles are equipped with necessary safety gear.

• Assist in the implementation of driver safety training programs.

Job Responsibility # 4: Fuel Management (10%).

• Monitor and manage fuel usage to ensure efficient consumption.

• Maintain accurate fuel records and reports.

• Investigate any discrepancies in fuel usage and report findings.

Job Responsibility # 5: Logistics Support (10%).

• Assist in planning and coordinating logistics for field missions and program activities.

• Support in the preparation and dispatch of goods and supplies.

• Ensure timely and accurate delivery of goods to various locations.

• Coordinate transportation of international visitors including airport pickups and drop offs.

Job Responsibility # 6: Administrative Duties (5%).

• Prepare and submit regular reports on fleet operations and performance.

• Maintain an organized filing system for all fleet-related documentation.

• Assist in the procurement of vehicle parts and other related materials.

• Work on the Vehicle recovery model analysis and invoice the variance donors appropriately.

• Update SIMSON for any new assets to ensure all vehicles are full insured all the time

Job Responsibility # 7 Petty cash Management (10%).

• Work as the petty cash custodian at the country office.

• Issue out petty cash as per CARE policies.

• Carry out weekly cash counts and file the cash count certificate on TEAMS.

• Regularly replenish petty cash to ensure availability of cash to support the office all the time.

Job Responsibility # 8: Communication (5%).

• Coordinate with drivers, program staff, and other stakeholders to ensure smooth fleet operations.

• Provide timely updates to the Fleet Manager on any issues or challenges.

Job Responsibility # 9. Promote Gender Equity and Diversity & Safeguarding Practices (5%).

• Practice a behavior that is consistent with CARE’s core values, and promotion of gender equity and diversity goals.

• Plays a leadership role in identifying and implementing initiatives that enhance CARE’s commitment to gender and diversity.

• Ensure that CARE Safeguarding policies and procedures are adhered to by all and the staff that S/he supervisors both directly and indirectly.

• Ensure that staff and related personnel under your jurisdiction are familiar with the following organizational policies and procedures and can identify when needed how these may have been breached, The CI Safeguarding policy, Protection from Sexual Harassment,

• Exploitation and Abuse and Child Abuse, The anti-discrimination and harassment policy, The code of conduct and the organizations Values.

Job Responsibility # 10 Performance management and supervision (5%).

• Provide overall management of the Drivers.

• Update/maintain drivers’ data (valid driver’s license, eyes test, medical check, trainings)

• Provide leadership, guidance, mentoring and identify training opportunities for personal and professional development to the drivers.

• Maintain a positive participatory work environment where information is shared, inputs are considered, and a healthy team spirit thrives. Initiate and encourage inter-sectoral mission wide information sharing and corporation.

CONTACTS/KEY RELATIONSHIP/COLLABORATION.

• The routine function of the Fleet Assistant is supervised by the Administration Coordinator. The role is responsible for maintaining excellent relationship and communication with internal clients and external stakeholders.

AUTHORITY.

• The mandate of this role is to support the CARE Uganda Field office in accordance with the rules and guidelines of CARE International.

WORKING CONDITIONS.

• The position is based in Kampala.