Purpose of the role:

The Fleet Officer is responsible for overseeing the acquisition, utilization, maintenance, and disposal of the organization’s fleet of vehicles. This role includes ensuring that vehicles are in optimal condition, implementing fleet safety policies, managing all fleet-related records, and monitoring the fleet management system. The Fleet Officer ensures that all fleet operations are conducted in compliance with the Zambian laws, company policies, procedures, and regulations.

Reports to: Assistant SHE and Security Manager

Branch: Lusaka

Key Duties and Responsibilities:
The Fleet Officer will be required to perform the following tasks:

Fleet Management:

• Oversee the acquisition, utilization, maintenance, and disposal of the organization’s fleet of vehicles.
• Schedule and coordinate regular maintenance and repair services to ensure vehicles are in optimal condition.
• Implement and enforce fleet safety policies and procedures.
• Keep accurate records of vehicle usage, maintenance, and expenses.
• Ensure all vehicles have the required safety tools, first aid boxes, and fire extinguishers.
• Maintain fitness and road tax for all vehicles.
• Report all vehicle accidents promptly.

Vehicle Maintenance:

• Develop and implement a preventive maintenance tracker for all vehicles.
• Coordinate with external service providers for vehicle repairs and servicing.
• Maintain regular servicing of vehicles.
• Ensure insurance is up to date for all vehicles.
• Follow up on insurance claims.

Fleet Safety:

• Enforce driver safety policies, monitor driver behavior, and address any violations of safety protocols.
• Conduct regular inspections of vehicles to ensure compliance with safety standards.
• Responsible for insurance claims and preparation of the documentation in an event of an accident.
• Ensure all vehicles have the required safety tools, first aid boxes, and fire extinguishers.

Monitoring Fleet Management System:

• Oversee and maintain the fleet management system to track vehicle locations, usage, and performance in real-time.
• Analyze data from the fleet management system to identify trends, optimize routes, and improve efficiency.
• Ensure the accuracy and integrity of data within the fleet management system.

Budget and Cost Management:

• Identify opportunities for cost savings and implement measures to reduce expenses.
• Ensure that all fleet activities are conducted within budgetary constraints.
• Notify management of vehicle replacements due for budgeting purposes.

Communication and Reporting:

• Maintain clear and effective communication with all relevant stakeholders, including drivers and internal departments.
• Prepare and submit regular reports on fleet performance, including key metrics and areas for improvement.
• Address and resolve any issues or discrepancies related to fleet operations promptly.
• Submit weekly reports to managers on vehicle usage.

Team Leadership and Training:

• Provide guidance to fleet staff and foster a positive and collaborative work environment within the fleet team.

Qualifications & Experience

• Grade 12 Certificate
• Minimum diploma in Fleet Management, Logistics, Business Administration, or a related field.
• Member of the chartered institute of logistics and transport
• Proven experience in fleet management, preferably in a similar role.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in fleet management software and tools.
• Strong problem-solving skills and attention to detail.
• Valid driver’s license.

Job Specific Competencies

• Knowledge of Safety Standards
• Knowledge of the use of parts and service manual
• Excellent people Management Skills and team Building
• Good communication skills with supervisory experience
• Problem Solving and analytical skills.
• Cost Awareness
• Ability to work well under pressure.
• Certification in fleet management.
• Knowledge of vehicle maintenance and repair.
• Familiarity with local and international transportation regulations.

Duration: Two (2) Year Contract