Fleet Coordinator Job at Biyinzika Poultry

Fleet Coordinator Job

Work Hours: Full-time, 08 hours per day

Salary: Attractive

Job Deadline: 31 March 2026

Number of Jobs: 01

Hiring Entity: Biyinzika Poultry

Biyinzika Poultry

Location: In Uganda

Job Details:

Job Title: Fleet Coordinator

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

Duty station: Uganda (Field & Office Based)

Direct and indirect supervisors

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

Job purpose:

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.

Key Responsibilities:

Vehicle Availability & Fleet Readiness

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.

Workshop Coordination & Maintenance Management

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.

Driver & Turn Men Supervision

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.

Fuel & Cost Management

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

Compliance, Safety & Documentation

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.

Reporting & Communication

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.

Education:

For a Ugandan-trained professional, the following qualifications are required or preferred:

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.

Professional / Technical Training (Preferred):

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).

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.

Skills and Experience:

Minimum Experience:

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.

Technical Skills:

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 consumption monitoring, and variance analysis.
Ability to read and interpret job cards, vehicle inspection reports, and workshop documentation.
Working knowledge of cold chain/reefer operations and temperature monitoring.
Competency in Microsoft Excel for fleet tracking and reporting; familiarity with fleet management software is a plus.
Ability to produce clear operational reports for management.

Leadership & Operational Skills:

Proven ability to manage, motivate, and discipline a diverse frontline workforce (drivers, turn men, mechanics).
Strong scheduling and resource allocation skills to maximize fleet productivity.
Ability to manage multiple priorities simultaneously in a high-pressure, fast-moving operational environment.
Sound judgment in emergency situations, including breakdown management, accident response, and crisis coordination.

Attitude and Motivation:

The ideal candidate must demonstrate the following personal attributes:

Results-Driven: Committed to achieving fleet availability and operational targets; holds self and team accountable for outcomes.
Proactive & Preventive Mindset: Does not wait for breakdowns—anticipates issues and acts in advance to prevent disruptions.
High Integrity: Demonstrates honesty and transparency, particularly in fuel management, spare parts procurement, and reporting.
Team-Oriented: Works collaboratively with mechanics, drivers, dispatch teams, and management to deliver shared goals.
Resilient Under Pressure: Remains calm, focused, and solution-oriented during operational crises, breakdowns, or tight delivery schedules.
Continuous Improvement Mindset: Constantly looks for better ways to improve fleet reliability, reduce costs, and enhance safety.
Safety Champion: Demonstrates a genuine commitment to road safety, driver welfare, and compliance—not merely as a policy obligation but as a personal standard
Customer-Focused: Understands that fleet availability directly impacts customer satisfaction and business reputation; acts with urgency accordingly.
Adaptable: Comfortable working in challenging field conditions, long hours, and across multiple operational sites as required