Fleet Assistant

This is a critical role in providing timely transportation services to PIU's stakeholders enabling them to deliver their respective mandates. The role is entrusted to drive PIU vehicles in accordance with the transport policy and procedures in order to enhance mobility of staff for efficiency and effectiveness. The Fleet Assistant provides transport services for staff and visitors; the job holder may interact with key external stakeholders in the course of performing her/his duties. The Fleet Assistant is required to think ahead in order to envision the best route, anticipate hazards, and to attend to the needs of travellers. Good levels of proactivity are required (including informing staff or visitors in advance that they have been assigned to transport them, after the schedule is sent out) for ensuring that vehicles are properly maintained and in good condition.

Job Title: Fleet Assistant
Function: Supply Chain
Supervises: None
Reports to: Supply Chain Coordinator
Location: Lira
Travel required: 80%
Effective Date: December, 2025
Grade Level: 10

• Ensure the provision of transport services that will support PIU's staff in a safe, healthy, secure and environmentally sensitive manner.

• Drive vehicles carefully and safely in accordance with the traffic laws and regulations of Uganda, safety precautions and PIU policies and procedures including the fleet management manual.

• Plan and follow efficient routes, using maps, navigation systems, or their knowledge of the area to ensure timely arrivals.

• Maintain record of travel appointments and airport pick-ups for Staff and officials, daily mileage and fuel consumption.

• Provide customer service, assisting passengers with loading and unloading cargo, and maintaining a professional and courteous demeanour.

• Give attention to the physical wellbeing of passengers, providing comfort breaks and other assistance as required; at all times treating passengers with courtesy and friendliness.

• Deal professionally with requests, concerns and complaints according to best practices in customer care to provide better transport services.

• Follow all driver regulations, all passengers are wearing seatbelts and ensure the vehicle is parked correctly and in a safe location (inside Plan compound).

• Ensure proper maintenance and management of PIU’s vehicles; in collaboration with the Logistics Administration Coordinator, ensure the procurement of all the goods and services necessary for timely and environmentally sensitive completion of PIU's fleet.

• Carry out daily assessment of the vehicle using the approved checklist to ensure they are in good working order, safe, roadworthy, and compliant with regulatory and internal standards and report damage or malfunction of the vehicles to the Administration team for action.

• Ensuring that vehicles are equipped with all necessary breakdown and safety equipment and that such are in full working order.

• Maintain the cleanliness of the vehicle in order to uphold the image of PIU and for the convenience of the users.

• Monitor vehicle due date servicing and report on any need for repair.

• Serve as the contact person for vehicle repairs and servicing and review invoices and services reports before they are submitted for payment.

• Follow up to ensure that maintenance work is done on time and inspect vehicles after repair or maintenance work has been completed to ensure that repairs are completed satisfactorily to the required standard.

• In collaboration with the Supply Chain Coordinator, provide logistical support necessary for timely completion of PIU's projects.

• Provide logistical support to office management tasks such as handling of goods, paper work including creation of purchase requests for vehicle maintenance, participating in and arranging meetings and events, coordination of vehicle movements and travel schedules.

• Collect, deliver official mails, packages, goods, equipment etc to respective destinations in good condition, within the agreed-upon timeframe and ensure they are signed for and acknowledged by the recipient.

• Monitor safety and custody of cargo carried to minimize losses and damage of property while in transit in accordance with the PIU fleet management policy and the Road Safety Act.

• Serve as the contact person for vehicle repairs and servicing and review invoices and services reports before they are submitted for payment.

• Ensure vehicle records are kept up to date, and timely reports submitted.

• Maintain accurate and up to date records of fleet related tasks including official trip movements, daily mileage logs, fuel consumed and maintenance schedules.

• Prepare weekly vehicle inspection report, fuel reconciliations and monthly fuel accountabilities to aid payment to the service provider.

• Promptly report any vehicle malfunctions, damages, or maintenance needs to the appropriate personnel/supervisor so that appropriate action is taken.

• Document any accidents, near misses, or other incidents that occur while driving. This includes gathering information about the event, involved parties, and any damages or injuries.

• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

• An O’ level certificate.

• Valid driving licence for classes CM, DL & DM, with no penalties.

• A certificate in Defensive Driving is desirable.

• A certificate in Customer care is an added advantage.

• At least 3 years’ experience working as a driver, in relatively large organisations of similar complexity to PIU.

• Behaves in line with our values, bringing energy and commitment to the task of safeguarding girls, children, young people, vulnerable adults and colleagues; constructive and optimistic in facing challenges and change.

• Focuses effort where it will make the best contribution to PIU's purpose and strategic goals; takes the initiative to find new and better ways of doing work.

• Understands and adheres to the policies, processes, practices and standards relevant to own work; honest and efficient in use of resources, including own time.

• Acts as a good team player, communicating effectively and being open and supportive towards those around them; is aware of the potential impact of their behaviour on others and makes sensitive choices.

• Collaborates with team members, colleagues and partners in an active and engaged manner; shares information, experience and ideas with the aim of helping or empowering others.

• Takes responsibility for own performance and development: reflecting, seeking and listening to feedback, learning from mistakes, finding people or resources to help them learn, keeping knowledge and skills up to date.

• Good track record of planning and organising work effectively; managing time to deliver results against agreed priorities, objectives and quality requirements, to time and within budget.

• Good track record of responding positively to organisational change initiatives; demonstrated openness to new ideas and willingness to put learning into practice in the workplace.

• Good written and spoken communication skills, including in English, with an ability to effectively adjust content and presentation so as to connect with an audience.

• Good teamworking skills, including an ability to listen well to others, appreciate viewpoints, and respond positively to diversity.

• Knowledge of basic Mechanical repairs.

• Basic computer knowledge.

• Defensive Driving.