Head of Fleet

Reports To: Head of Fleet
Department: Fleet, Logistics (Transport)

General Description:

The Fleet Supervisor (Outsourced) oversees the day-to-day operations of fleet trucks, ensuring compliance with organizational procedures, guidelines, and business rules. Responsibilities include monitoring fleet activities, reporting, and administrative coordination within the country.

Key Tasks and Responsibilities:

Under the supervision of the Head of Fleet, the Fleet Supervisor will:

1. Project Activity Work Plan: Prepare and monitor transport operations to ensure efficiency, aligning with schedules and goals. Provide regular support to fleet teams across locations through frequent site visits. Ensure drivers and convoy leaders adhere to their job descriptions.

2. Permissions and Documentation: Secure necessary governmental and operational permits promptly to maintain fleet efficiency.

3. Convoy and Route Planning: Formulate convoys, plan routes, and update the Transport Route Matrix.

4. Vehicle Tracking: Monitor truck/convoys using HF/GPS systems for operational and security purposes. Report irregularities to the Transport Manager.

5. Documentation and Reporting: Maintain accurate records and produce timely daily, weekly, monthly, quarterly, and annual reports.

6. Logistics Coordination: Liaise with Logistics to review weekly/monthly transport plans, comparing projected vs. actual tonnages moved.

7. Fleet Management System (FMS): Ensure timely submission of truck-related data (trip sheets, fuel sheets) to the FMS (e.g., FleetWAVE).

8. Waybill Management: Submit signed waybill copies (delivery receipts) to the COMPAS section on time.

9. Driver Management: Evaluate driver performance, implement incentive schemes, and recommend disciplinary actions as needed.

10. Accident Management: Report accidents within 24 hours per organizational guidelines.

11. Best Practices and SOPs: Develop and manage transport SOPs to optimize performance, tracked via KPIs.

12. Breakdown Recovery: Ensure swift recovery of stranded/breakdown trucks, coordinating with relevant parties.

13. Legal Documentation: Maintain up-to-date vehicle records, including insurance and inspections.

14. Maintenance Coordination: Schedule preventive maintenance and coordinate unscheduled repairs with the Workshop Manager.

15. Loss/Damage Accountability: Address losses (cargo, fuel, tools) through salary deductions or penalties, per organizational policies.

16. Reporting: Collaborate with area offices to compile and submit monthly/annual fleet reports.

17. Document Retention: Maintain Fleet TORs and NFRs on shared drives for team reference.

18. Travel: Occasionally visit area offices to provide technical/administrative support as directed.

19. Driver Pool Management: Ensure a trained driver reserve is available to cover absences.

20. Additional Duties: Perform other tasks as assigned by the supervisor.

Collaboration:

Work closely with organizational staff and outsourcing partners.

Supervisory Responsibilities:

• Convoy Leaders

• Drivers

• Driver Trainers

• Fuel Clerks

Qualifications & Experience:

1. University degree with Mathematics and English as main subjects.

2. Higher National Diploma in Transport & Logistics.

3. 2+ years as a Traffic Officer or similar role in a company/NGO.

4. Valid, clean driving license (category per national regulations).

5. 2–5 years of experience in the relevant driver license category.

6. Strong supervisory, coordination, and communication skills; proactive with minimal oversight.

7. Proficiency in Microsoft Office and Fleet Management Systems (FMS).

8. Fluency in English and Arabic (written and spoken).

Performance Criteria:

• Minimize truck downtime and maximize utilization.

• Adhere to route turnaround times and distance parameters.

• Monitor fuel consumption and report irregularities.

• Ensure vehicles are mechanically sound and free from damage.

• Guarantee secure, safe cargo transport and delivery.

• Complete administrative documents (logbooks, waybills) accurately and on time.

• Enforce punctuality and proper timesheet sign-offs.

• Minimize loading/unloading delays and report excessive wait times.