Role Purpose:

The Fleet Officer is responsible for the efficient management, administration, monitoring, and optimization of the company-owned and hired fleet to ensure safe, compliant, reliable, and cost-effective transport operations. The role oversees vehicle maintenance and servicing schedules, fuel management, driver performance monitoring, licensing and statutory compliance, fleet utilization reporting, and overall fleet operational efficiency.

Key Duties and Responsibilities:

Fleet Operations Management

• Coordinate daily fleet operations to ensure vehicle availability and operational efficiency.
• Monitor allocation and movement of company-owned and hired vehicles.
• Ensure efficient utilization of fleet resources to support business operations.
• Track vehicle mileage, downtime, and operational performance.
• Maintain accurate fleet records and transport documentation.

Vehicle Maintenance and Servicing

• Develop and monitor preventive maintenance schedules for all vehicles.
• Coordinate servicing, repairs, inspections, and breakdown management.
• Ensure all vehicles remain roadworthy and operational.
• Track maintenance and repair costs against approved budgets.
• Liaise with garages, spare parts suppliers, and service providers.
• Verify maintenance work completion and quality before vehicle release.
• Maintain maintenance history records for all vehicles.

Fuel Management and Control

• Monitor fuel consumption and fuel efficiency across the fleet.
• Track fuel issuance, usage, and reconciliation.
• Investigate abnormal fuel consumption and possible fuel losses.
• Prepare fuel consumption analysis and cost reports.
• Support implementation of fuel control measures and cost reduction initiatives.

Driver Management and Performance Monitoring

• Monitor driver discipline, compliance, and performance.
• Ensure drivers comply with company transport policies and Kenyan traffic laws.
• Maintain updated driver records including:
  • Valid driving licenses
  • Driver training records
  • Incident and disciplinary records
• Coordinate driver inductions and defensive driving training.
• Monitor driver attendance, trip logs, and vehicle handling practices.
• Investigate accidents, incidents, and traffic violations.

Compliance and Regulatory Management

• Ensure all company vehicles maintain valid:
  • NTSA compliance requirements
  • Vehicle insurance covers
  • Inspection certificates
  • Road licenses
  • Vehicle tracking subscriptions
  • County permits where applicable
• Monitor expiry dates and coordinate timely renewals.
• Ensure compliance with:
  • Traffic Act of Kenya
  • NTSA regulations
  • Occupational Safety and Health requirements
  • Company transport and safety policies
• Maintain compliance records for audits and inspections.

Fleet Tracking and Monitoring

• Monitor vehicle tracking systems and fleet telematics.
• Track vehicle routes, speed, idling time, and utilization.
• Investigate unauthorized vehicle usage and route deviations.
• Analyze fleet performance data and recommend improvements.
• Support implementation of fleet tracking technologies and automation initiatives.

Fleet Utilization and Reporting

• Prepare periodic reports on:
  • Vehicle utilization
  • Fuel consumption
  • Maintenance costs
  • Fleet availability
  • Driver performance
  • Accident and incident statistics
  • Fleet operating costs
• Monitor utilization of both company-owned and hired vehicles.
• Provide recommendations for fleet optimization and cost efficiency.

Health, Safety, and Risk Management

• Promote safe driving practices and transport safety compliance.
• Ensure vehicles carry required safety equipment and tools.
• Coordinate accident reporting, investigations, and corrective actions.
• Support implementation of transport risk management initiatives.
• Ensure compliance with company health and safety policies.

Vendor and Service Provider Coordination

• Coordinate external service providers including:
  • Garages
  • Fuel providers
  • Tracking companies
  • Vehicle inspection agencies
  • Transport contractors
• Monitor vendor service quality and turnaround times.
• Verify supporting documentation and invoices before payment processing.

Job Requirements

Academic Qualification

• Bachelor’s degree in Logistics, Supply Chain Management, Transport Management, Automotive Engineering or related field

Professional Qualifications

• Certification in Fleet Management or Transport Management is an added advantage.

Experience

• Minimum 3–5 years’ experience in fleet or transport operations management in Kenya.
• Experience managing commercial or corporate fleet operations.
• Experience using GPS tracking and fleet management systems.

Key Attributes and competencies

• Knowledge of Kenyan transport and NTSA regulations.
• Understanding of vehicle maintenance and fleet operations.
• Fuel management and cost control skills.
• Strong analytical and reporting skills.
• Proficiency in Microsoft Excel and fleet management systems.
• Good coordination and problem-solving abilities.
• Strong communication and interpersonal skills.

• Coordinate daily fleet operations to ensure vehicle availability and operational efficiency.
• Monitor allocation and movement of company-owned and hired vehicles.
• Ensure efficient utilization of fleet resources to support business operations.
• Track vehicle mileage, downtime, and operational performance.
• Maintain accurate fleet records and transport documentation.
• Develop and monitor preventive maintenance schedules for all vehicles.
• Coordinate servicing, repairs, inspections, and breakdown management.
• Ensure all vehicles remain roadworthy and operational.
• Track maintenance and repair costs against approved budgets.
• Liaise with garages, spare parts suppliers, and service providers.
• Verify maintenance work completion and quality before vehicle release.
• Maintain maintenance history records for all vehicles.
• Monitor fuel consumption and fuel efficiency across the fleet.
• Track fuel issuance, usage, and reconciliation.
• Investigate abnormal fuel consumption and possible fuel losses.
• Prepare fuel consumption analysis and cost reports.
• Support implementation of fuel control measures and cost reduction initiatives.
• Monitor driver discipline, compliance, and performance.
• Ensure drivers comply with company transport policies and Kenyan traffic laws.
• Maintain updated driver records including: Valid driving licenses, Driver training records, Incident and disciplinary records.
• Coordinate driver inductions and defensive driving training.
• Monitor driver attendance, trip logs, and vehicle handling practices.
• Investigate accidents, incidents, and traffic violations.
• Ensure all company vehicles maintain valid: NTSA compliance requirements, Vehicle insurance covers, Inspection certificates, Road licenses, Vehicle tracking subscriptions, County permits where applicable.
• Monitor expiry dates and coordinate timely renewals.
• Ensure compliance with: Traffic Act of Kenya, NTSA regulations, Occupational Safety and Health requirements, Company transport and safety policies.
• Maintain compliance records for audits and inspections.
• Monitor vehicle tracking systems and fleet telematics.
• Track vehicle routes, speed, idling time, and utilization.
• Investigate unauthorized vehicle usage and route deviations.
• Analyze fleet performance data and recommend improvements.
• Support implementation of fleet tracking technologies and automation initiatives.
• Prepare periodic reports on: Vehicle utilization, Fuel consumption, Maintenance costs, Fleet availability, Driver performance, Accident and incident statistics, Fleet operating costs.
• Monitor utilization of both company-owned and hired vehicles.
• Provide recommendations for fleet optimization and cost efficiency.
• Promote safe driving practices and transport safety compliance.
• Ensure vehicles carry required safety equipment and tools.
• Coordinate accident reporting, investigations, and corrective actions.
• Support implementation of transport risk management initiatives.
• Ensure compliance with company health and safety policies.
• Coordinate external service providers including: Garages, Fuel providers, Tracking companies, Vehicle inspection agencies, Transport contractors.
• Monitor vendor service quality and turnaround times.
• Verify supporting documentation and invoices before payment processing.

• Knowledge of Kenyan transport and NTSA regulations.
• Understanding of vehicle maintenance and fleet operations.
• Fuel management and cost control skills.
• Strong analytical and reporting skills.
• Proficiency in Microsoft Excel and fleet management systems.
• Good coordination and problem-solving abilities.
• Strong communication and interpersonal skills.

• Bachelor’s degree in Logistics, Supply Chain Management, Transport Management, Automotive Engineering or related field
• Certification in Fleet Management or Transport Management is an added advantage.