CARE International is a global leader within a worldwide movement dedicated to ending poverty. CARE works around the globe to save lives, defeat poverty, and achieve social justice. We put women and girls in the centre of our work because we know that we cannot overcome poverty until all people have equal rights and opportunities. CARE has been working in Uganda since 1969 and we work across all the regions of Uganda. The goal of our 2021-2025 business plan is to reach 10 million people, through our lifesaving and gender transformative humanitarian, development, and nexus programs. We are committed to working with government, private sector, and local civil society, especially women-led and women’s rights organisations.  Our annual portfolio is $15 million, funded through a diverse range of donors.

JOB SUMMARY

The Fleet Assistant will support the Administration Coordinator in managing the organization’s fleet operations to ensure efficient, safe, and cost-effective transportation services. This role primarily involves overseeing the maintenance, scheduling, and monitoring of vehicles, ensuring compliance with all relevant regulations, and providing support for logistics operations.

1. SPECIFIC RESPONSIBILITIES

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

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

b)      Monitor vehicle usage and mileage to ensure optimal utilization.

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

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

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

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

b)      Coordinate with service providers for repairs and maintenance.

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

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

a)      Ensure all vehicles comply with local regulations and organizational policies.

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

c)      Assist in the implementation of driver safety training programs.

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

a)      Monitor and manage fuel usage to ensure efficient consumption.

b)      Maintain accurate fuel records and reports.

c)      Investigate any discrepancies in fuel usage and report findings.

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

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

b)      Support in the preparation and dispatch of goods and supplies.

c)      Ensure timely and accurate delivery of goods to various locations.

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

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

a)      Prepare and submit regular reports on fleet operations and performance.

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

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

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

e)      Update SIMSON for any new assets to ensure all vehicles are full insured all the time.

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

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

b.      Issue out petty cash as per CARE policies.

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

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

Job Responsibility # 8: Communication (5%).

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

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

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

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

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

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

d.      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%).

a)      Provide overall management of the Drivers.

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

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

d)     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.

2.      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.

3.      AUTHORITY.

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

4.      WORKING CONDITIONS. The position is based in Kampala.

5.      EDUCATIONAL QUALIFICATIONS. Diploma in Logistics, Transport Management, Business Administration, or a related field.

6.      JOB RELATED EXPERIENCE AND KNOWLEDGE.

·        At least 2 years of experience in fleet management, logistics, or a related role.

·        Experience with INGO operations are an added advantage.

·        Strong organizational and multitasking abilities.

·        Excellent communication and interpersonal skills.

·        Proficiency in MS Office applications (Word, Excel, Outlook).

·        Knowledge of vehicle maintenance and safety standards.

·        Ability to work independently and as part of a team.

·        Strong problem-solving skills and attention to detail.

7.      COMPETENCIES.

·        High level of integrity and professionalism.

·        Ability to handle confidential information with discretion.

·        Flexibility to adapt to changing priorities and deadlines.

·        Commitment to CARE’s mission and values.