Fleet Coordinator job at Biyinzika Poultry International

Background information about the job or company (e.g., role context, company overview)

Biyinzika Poultry is seeking a Fleet Coordinator to manage its fleet of heavy goods vehicles. The role is crucial for ensuring operational efficiency and vehicle availability within a demanding transport environment.

Responsibilities or duties

The Fleet Coordinator is responsible for the day-to-day operational management of a fleet of heavy goods vehicles (HGVs), ensuring maximum vehicle availability, optimal utilization, and road-worthy compliance always. Operating within a demanding transport environment involving 10-tonne to 20-tonne ordinary and reefer trucks, the Fleet Coordinator serves as the critical link between drivers, mechanics, turn men, and the wider logistics operation. The role demands a highly organized individual who can proactively manage preventive maintenance schedules, coordinate workshop activities, enforce driver discipline and compliance, and respond swiftly to breakdowns or operational disruptions. The Fleet Coordinator ensures that every vehicle is fit for purpose, legally compliant, fueled, and assigned—enabling the organization to meet its transport commitments reliably and cost-effectively.

Qualifications or requirements (e.g., education, skills)

Minimum Academic Qualifications: Uganda Certificate of Education (UCE) – O-Level (compulsory baseline). Uganda Advanced Certificate of Education (UACE) – A-Level, or equivalent technical qualification from a recognized Ugandan institution. Diploma in Logistics & Supply Chain Management, Fleet Management, Mechanical Engineering, or a related field from a recognized Ugandan institution (e.g., Uganda Management Institute (UMI), Makerere University Business School (MUBS), Uganda Technical Colleges, or NITA-accredited institutions). A bachelor’s degree in Logistics, Transport Management, Business Administration, or Mechanical Engineering is an added advantage.

Experience needed

At least 3–5 years of hands-on experience in fleet coordination, transport supervision, or logistics operations in Uganda or the East African region. Demonstrated experience supervising HGV drivers and workshop staff. Prior experience in a food logistics, FMCG, agro-processing, or cold-chain environment will be a distinct advantage given the reefer trucks in the fleet.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Work Hours: Full-time, 08 hours per day. Salary: Attractive. Number of Jobs: 01. Department: Transport / Logistics Operations. Employment Type: Full Time/Permanent. Reports To/ Direct Supervisor: Transport Manager / Logistics Manager. Indirect/Functional Supervisor: Operations Director. Grade Level: Supervisory / Middle Management. Direct Reports (Supervised by the Fleet Coordinator): 40+ Drivers (Heavy Goods Vehicles – 10T to 20T ordinary and reefer trucks), 9+ Turn Men (Vehicle assistants / load handlers), 4+ Mechanics (Workshop technicians). Indirect / Functional Supervision: Workshop Supervisors / Lead Mechanics, Fuel Attendants and Warehouse/Loading Teams, Third-party service providers and tyre suppliers.

• Maintain a real-time fleet availability register, tracking operational, under-maintenance, and off-road status for every vehicle.
• Plan and implement Preventive Maintenance Schedules (PMS) to minimize unplanned downtime.
• Coordinate daily pre-trip and post-trip vehicle inspections with drivers and turn men.
• Ensure all vehicles are roadworthy, licensed, insured, and carry valid inspection certificates as per UNRA and Uganda traffic law requirements.
• Monitor reefer truck temperature control systems and coordinate refrigeration unit maintenance.
• Liaise with mechanics to plan, prioritize, and track all corrective and preventive repairs.
• Manage job cards for every vehicle entering the workshop, ensuring timely sign-off and return to fleet.
• Source spare parts, tyres, and consumables in coordination with procurement, ensuring stock availability without over-investment.
• Monitor workshop turnaround times and escalate delays that risk service delivery commitments.
• Maintain a vehicle defect log and track recurring faults to drive root-cause corrective actions.
• Allocate vehicles to drivers based on load requirements, driver competence, and route demands.
• Monitor driver attendance, discipline, and conduct in compliance with company policies.
• Conduct or coordinate driver briefings on safety, load handling, cold-chain compliance (for reefers), and traffic regulations.
• Manage driver overtime, rest periods, and scheduling in accordance with fatigue management best practices.
• Supervise turn men to ensure correct loading, offloading, strapping, and load security procedures.
• Control and monitor fuel consumption per vehicle, identifying variances or anomalies indicative of pilferage or inefficiency.
• Maintain fuel issue records and reconcile daily/weekly fuel consumption against trip logs and mileage.
• Identify cost-reduction opportunities in fuel usage, tyre management, and maintenance spend
• Ensure all drivers hold valid Ugandan driving permits (class CE for articulated HGVs) and current medical fitness certificates.
• Maintain up-to-date vehicle documentation: logbooks, route sheets, waybills, third-party insurance, and fitness certificates.
• Enforce and monitor adherence to axle-load regulations and gross vehicle mass (GVM) limits.
• Report and investigate all accidents, incidents, and near-misses; implement corrective actions and lessons learned.
• Ensure cold-chain documentation is accurately completed for all reefer consignments.
• Prepare and submit daily fleet status reports, weekly maintenance summaries, and monthly KPI dashboards to the Transport Manager.
• Maintain accurate records in fleet management systems or spreadsheets (whichever is in use).
• Communicate proactively with dispatch, warehouse, and customer service teams on vehicle availability and delivery commitments.
• Escalate critical fleet issues—major breakdowns, accidents, or compliance failures—immediately to senior management.

• Strong understanding of HGV preventive maintenance routines, service schedules, and common mechanical fault diagnosis.
• Knowledge of Ugandan traffic laws, UNRA vehicle fitness requirements, and axle-load regulations.
• Proficiency in fuel management, fuel c
• Computer literacy: Microsoft Office (Excel, Word); fleet management software or transport management systems (TMS) is an advantage.
• Valid Uganda driving permit (Class B or CE) is an advantage, though not mandatory.

• Uganda Certificate of Education (UCE) – O-Level (compulsory baseline).
• Uganda Advanced Certificate of Education (UACE) – A-Level, or equivalent technical qualification from a recognized Ugandan institution.
• Diploma in Logistics & Supply Chain Management, Fleet Management, Mechanical Engineering, or a related field from a recognized Ugandan institution (e.g., Uganda Management Institute (UMI), Makerere University Business School (MUBS), Uganda Technical Colleges, or NITA-accredited institutions).
• A bachelor’s degree in Logistics, Transport Management, Business Administration, or Mechanical Engineering is an added advantage.
• Certificate in Fleet Management or Transport Operations from a recognized body such as the Chartered Institute of Logistics and Transport (CILT Uganda) or equivalent.
• Occupational Health & Safety (OHS) training or certificate.
• First Aid / Emergency Response training.
• Cold chain / reefer management training (for handling refrigerated consignments).
• Training in Uganda Traffic and Road Safety Act requirements, axle-load control, and vehicle fitness standards (UNRA requirements).