Fleet Officer job at Opportunity Bank

Opportunity Bank invites applications from qualified candidates to fill the position of:

Position: Fleet Officer

Reports to: Administration Supervisor

Job purpose

The job holder is responsible for Strategizing, implementing and monitoring of activities within the Bank’s logistics requirements and the General Administrative Functions to ensure smooth operations of the Bank. The role mainly requires strategic planning, operational management, maintenance, compliance, and cost optimization of the Bank’s motor vehicle and motorcycle fleet, ensuring safe, reliable, and efficient transportation to support institutional operations.

Key Responsibilities

Strategic management and planning

As a member of the Corporate Services department in charge of fleet and drivers you are required to contribute to the development and implementation of transport, fueling, and vehicle repair strategies to meet business requirements while upholding strict governance and cost controls.

Fleet Section’s planning and Management

Plan, supervise all Vehicle and Motorcycle maintenance, fueling and distribution plans, in line with the bank process business need and stakeholders’ expectations.

Fleet Management

• Plan for the Bank’s transportation requirements and advise on Motorcycle and vehicles availability and regular repair need.
• Maintain an up to date and proper inventory of all vehicles and Motorcycles and perform daily checks on the same to ascertain mileage, mechanical condition, requests and first aids tools and other status.
• Maintain a record of all vehicle and Motorcycle log books

General responsibilities

Fleet Operations & Maintenance Oversight

• Maintain an accurate, up-to-date inventory and master register of all Bank-owned and leased motor vehicles and motorcycles, including logbooks, titles, sales/disposals, registration fitness, and tracking device records.
• Oversee daily physical inspections of all Bank vehicles and motorcycles (verifying mileage, mechanical state, tire wear, first aid kits, helmets, and safety gear). Schedule routine servicing and monitor post-repair vehicle performance.
• Conduct daily reconciliations of GPS/telematics tracking system reports with physical movement logs and driver trips, immediately investigating and reporting unauthorized usage, route deviations, or erratic driving.
• Execute strict inventory controls and maintain high integrity over fleet spare parts, tools, accessories, and replacement items.
• Generate accurate monthly reports on fleet status, maintenance history, fuel usage, card balances, and driver/rider compliance.

Fuel Management & Cost Optimization

• Streamline, monitor, and audit the Bank’s fuel card/voucher purchasing system, maintaining strict stock controls, auditing consumption trends, and managing timely card replenishments.
• Analyze running costs and telemetry data (km per liter, repair cost per asset) to advise management on optimal vehicle replacement, retirement cycles, and fleet cost reductions.
• Provide data-driven insights and periodic recommendations to your line manager on vehicle replacement cycles, fleet expansion, and cost-reduction strategies

Insurance & Claims Management

• Oversee the timely renewal, and administration of Comprehensive and Third-Party motor insurance covers for all Bank vehicles and motorcycles, ensuring zero policy lapses.
• Lead end-to-end insurance claims processing—from gathering accident reports, police reports, and damage assessments to filing claims with underwriters, tracking repairs, upto claim settlements.
• Maintain an updated Fleet Insurance Register tracking policy expiration dates, premium payments, valuations, and claim status.

Vendor, Procurement & Invoice Management

• Review and validate incoming vendor bills and invoices (repairs, servicing, spare parts, fuel) against job cards, purchase orders, and pre-negotiated contract rates to prevent duplicate, incorrect, or overpayments.
• Submit verified invoices to Finance for payment within agreed timelines (strictly within 30 days of receipt), resolving billing discrepancies and supplier queries promptly.
• Collaborate with Procurement Unit on fleet acquisitions, tender processes, vendor prequalification (garages, mechanics, spare suppliers), scorecards, and service level agreement (SLA) monitoring.

Risk Management, Governance & Compliance

• Ensure all fleet operations strictly comply with Ugandan Traffic and Road Safety Regulations, Bank of Uganda (BoU) directives, and internal Bank policies.
• Verify that all drivers and motorcycle riders possess valid, updated driving permits with correct class endorsements (e.g., Class A for motorcycles, Class B/DL for vehicles) and comply with road safety regulations.
• Maintain the fleet risk register, implementing risk mitigation controls and executing agreed corrective actions arising from Risk, Internal Audit, External Audit, or BoU regulatory examinations.
• Regularly review and update the Fleet & Transport Operations guidelines for both Vehicle and motorcycles (at least annually) to reflect evolving operational and statutory guidelines.

Leadership & Team Management

• Provide daily leadership, operational guidance, task allocation, and supervision to all Bank drivers, motorcycle riders, and staff that drive bank cars.
• Manage driver’s performance using the Bank’s Balanced Scorecard framework, identifying training gaps, promoting safe driving/riding habits, and fostering professional growth.

General Support Duties

Execute any other official duties, emergency logistics tasks, or special projects as assigned by the Line Manager to support overall departmental and institutional objectives.

Qualifications & Experience

• Bachelor’s degree in Logistics, Business management, any business-related degree.
• Professional Driving license category B is master.
• At least 2 years in general administration services, transportation or fleet management
• Knowledge of the Ugandan banking, and road traffic regulations and statutory requirements.

Personal skills and abilities

• Strong verbal and written communication skills for reporting, vendor negotiation, and team alignment.
• Advanced ability to evaluate fleet running costs, interpret budget reports, and perform data-driven trend analysis.
• Expertise in managing end-to-end fleet workflows, compliance standards, and document controls.
• Practical working knowledge of fleet mechanics, servicing standards, and post-repair quality assurance.
• Track record in directing, motivating, and managing field drivers and transport staff.
• High degree of reliability, integrity, and personal accountability in managing multiple vehicles or Motorcycles

Opportunity Bank is an equal opportunity employer. All qualified candidates are encouraged to apply, regardless of disability, gender, marital status, religion and ethnicity.

• Strategizing, implementing and monitoring of activities within the Bank’s logistics requirements and the General Administrative Functions to ensure smooth operations of the Bank.
• Strategic planning, operational management, maintenance, compliance, and cost optimization of the Bank’s motor vehicle and motorcycle fleet, ensuring safe, reliable, and efficient transportation to support institutional operations.
• Contribute to the development and implementation of transport, fueling, and vehicle repair strategies to meet business requirements while upholding strict governance and cost controls.
• Plan, supervise all Vehicle and Motorcycle maintenance, fueling and distribution plans, in line with the bank process business need and stakeholders’ expectations.
• Plan for the Bank’s transportation requirements and advise on Motorcycle and vehicles availability and regular repair need.
• Maintain an up to date and proper inventory of all vehicles and Motorcycles and perform daily checks on the same to ascertain mileage, mechanical condition, requests and first aids tools and other status.
• Maintain a record of all vehicle and Motorcycle log books
• Maintain an accurate, up-to-date inventory and master register of all Bank-owned and leased motor vehicles and motorcycles, including logbooks, titles, sales/disposals, registration fitness, and tracking device records.
• Oversee daily physical inspections of all Bank vehicles and motorcycles (verifying mileage, mechanical state, tire wear, first aid kits, helmets, and safety gear).
• Schedule routine servicing and monitor post-repair vehicle performance.
• Conduct daily reconciliations of GPS/telematics tracking system reports with physical movement logs and driver trips, immediately investigating and reporting unauthorized usage, route deviations, or erratic driving.
• Execute strict inventory controls and maintain high integrity over fleet spare parts, tools, accessories, and replacement items.
• Generate accurate monthly reports on fleet status, maintenance history, fuel usage, card balances, and driver/rider compliance.
• Streamline, monitor, and audit the Bank’s fuel card/voucher purchasing system, maintaining strict stock controls, auditing consumption trends, and managing timely card replenishments.
• Analyze running costs and telemetry data (km per liter, repair cost per asset) to advise management on optimal vehicle replacement, retirement cycles, and fleet cost reductions.
• Provide data-driven insights and periodic recommendations to your line manager on vehicle replacement cycles, fleet expansion, and cost-reduction strategies
• Oversee the timely renewal, and administration of Comprehensive and Third-Party motor insurance covers for all Bank vehicles and motorcycles, ensuring zero policy lapses.
• Lead end-to-end insurance claims processing—from gathering accident reports, police reports, and damage assessments to filing claims with underwriters, tracking repairs, upto claim settlements.
• Maintain an updated Fleet Insurance Register tracking policy expiration dates, premium payments, valuations, and claim status.
• Review and validate incoming vendor bills and invoices (repairs, servicing, spare parts, fuel) against job cards, purchase orders, and pre-negotiated contract rates to prevent duplicate, incorrect, or overpayments.
• Submit verified invoices to Finance for payment within agreed timelines (strictly within 30 days of receipt), resolving billing discrepancies and supplier queries promptly.
• Collaborate with Procurement Unit on fleet acquisitions, tender processes, vendor prequalification (garages, mechanics, spare suppliers), scorecards, and service level agreement (SLA) monitoring.
• Ensure all fleet operations strictly comply with Ugandan Traffic and Road Safety Regulations, Bank of Uganda (BoU) directives, and internal Bank policies.
• Verify that all drivers and motorcycle riders possess valid, updated driving permits with correct class endorsements (e.g., Class A for motorcycles, Class B/DL for vehicles) and comply with road safety regulations.
• Maintain the fleet risk register, implementing risk mitigation controls and executing agreed corrective actions arising from Risk, Internal Audit, External Audit, or BoU regulatory examinations.
• Regularly review and update the Fleet & Transport Operations guidelines for both Vehicle and motorcycles (at least annually) to reflect evolving operational and statutory guidelines.
• Provide daily leadership, operational guidance, task allocation, and supervision to all Bank drivers, motorcycle riders, and staff that drive bank cars.
• Manage driver’s performance using the Bank’s Balanced Scorecard framework, identifying training gaps, promoting safe driving/riding habits, and fostering professional growth.
• Execute any other official duties, emergency logistics tasks, or special projects as assigned by the Line Manager to support overall departmental and institutional objectives.

• Strong verbal and written communication skills for reporting, vendor negotiation, and team alignment.
• Advanced ability to evaluate fleet running costs, interpret budget reports, and perform data-driven trend analysis.
• Expertise in managing end-to-end fleet workflows, compliance standards, and document controls.
• Practical working knowledge of fleet mechanics, servicing standards, and post-repair quality assurance.
• Track record in directing, motivating, and managing field drivers and transport staff.
• High degree of reliability, integrity, and personal accountability in managing multiple vehicles or Motorcycles

• Bachelor’s degree in Logistics, Business management, any business-related degree.
• Professional Driving license category B is master.
• Knowledge of the Ugandan banking, and road traffic regulations and statutory requirements.