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Fleet Assistant, ASK Project at Plan International
Organization:
Plan International Job Type: Full-Time Sector: NGO Project: ASK Project Duty Station: Uganda Application Deadline:13th January Plan International is hiring a Fleet Assistant for the ASK Project. The role provides safe, reliable transport services for staff and visitors, supports vehicle maintenance and fleet readiness, and contributes to logistics coordination and reporting. The job holder interacts with staff, visitors, and external stakeholders while upholding Plan International policies, road safety requirements, and professional customer care standards.Role Overview
The Fleet Assistant supports field and office operations by ensuring safe movement of people and goods, and by keeping vehicles in good working condition. The role requires forward planning, attention to detail, and a strong safety mindset. Uganda’s road environment presents real hazards, so the successful candidate must demonstrate defensive driving, sound judgement, and the confidence to address safety issues immediately when needed. This position suits a driver who plans routes and schedules early, communicates proactively with passengers, and follows organizational procedures including vehicle checklists, mileage logs, fuel accountability, and maintenance reporting. It also requires discretion and professionalism when transporting staff, visitors, and partners.Main Duties and Responsibilities
KRA 1: Transport Services
- Provide safe, healthy, secure, and environmentally sensitive transport services that support staff and visitors.
- Drive carefully and safely in line with Uganda traffic laws, road safety practices, and Plan International policies and procedures, including the fleet management manual.
- Plan and follow efficient routes using maps, navigation tools, and local knowledge to ensure timely arrivals.
- Maintain a record of travel appointments, airport pick-ups, daily mileage, and fuel consumption.
- Deliver strong customer service by assisting passengers with loading and unloading and maintaining a professional and courteous demeanor.
- Support passenger wellbeing by providing comfort breaks and practical assistance as needed, treating passengers with courtesy and friendliness.
- Handle requests, concerns, and complaints according to customer care best practices to improve service quality.
- Follow driver regulations, ensure passengers wear seatbelts, and park vehicles correctly in safe locations, including inside Plan premises when required.
KRA 2: Vehicle Management
- Support proper maintenance and management of project vehicles in collaboration with the Logistics Administration Coordinator.
- Contribute to procurement of goods and services needed for timely and environmentally responsible fleet operations.
- Carry out daily vehicle assessments using the approved checklist to confirm vehicles are safe, roadworthy, compliant, and in good working condition.
- Report damage, malfunctions, or safety concerns to the Administration team promptly for action.
- Ensure vehicles carry required breakdown and safety equipment and confirm equipment is functional.
- Maintain vehicle cleanliness to uphold organizational image and ensure user convenience.
- Monitor servicing due dates and report repair needs in time to prevent breakdowns and delays.
- Act as a key contact for repairs and servicing and review invoices and service reports before submission for payment.
- Follow up to ensure maintenance work is completed on time, and inspect vehicles after repairs to confirm work meets required standards.
KRA 3: Logistics Support
- In collaboration with the Supply Chain Coordinator, provide logistics support needed for timely completion of project activities.
- Support office management tasks including handling goods, paperwork, and creation of purchase requests for vehicle maintenance.
- Participate in arranging meetings and events, and coordinate vehicle movements and travel schedules.
- Collect and deliver official mail, packages, goods, and equipment to destinations in good condition and within agreed timeframes, ensuring recipient acknowledgment.
- Monitor safety and custody of cargo to minimize losses and damage during transit, in line with fleet policy and the Road Safety Act.
- Maintain professional conduct while representing the organization in public and during partner engagements.
KRA 4: Reporting
- Keep fleet records accurate and up to date, including trip movements, daily mileage logs, fuel consumption, and maintenance schedules.
- Prepare weekly vehicle inspection reports, fuel reconciliations, and monthly fuel accountabilities to support payments to service providers.
- Report vehicle malfunctions, damage, and maintenance needs promptly to the relevant supervisor for timely action.
- Document accidents, near misses, and incidents, capturing relevant details such as involved parties, damages, and injuries where applicable.
KRA 5: Safeguarding, Gender Equality, and Inclusion
- Embed Plan International safeguarding policies for children and young people, and Gender Equality and Inclusion principles in all duties.
- Ensure awareness of responsibilities under safeguarding policies and the Code of Conduct, and report concerns through the correct procedures.
- Support safe and respectful transport practices that promote dignity and protection for all passengers.
Work Environment and Key Challenges
The Fleet Assistant operates in a context where road conditions and driving behaviors can create high risk. This role requires strong defensive driving skills, alertness, and the ability to anticipate hazards early. The job holder must prioritize passenger safety at all times, drive according to rules and good safety practice even when other road users do not comply, and remain firm enough to stop and address issues when necessary. Time management is critical, especially for airport transfers, deliveries, and scheduled movements. The successful candidate plans ahead, communicates proactively with passengers, and avoids distractions while driving, including limiting non-essential conversations that reduce focus. Professionalism, discretion, and calm decision-making are essential in this role.Qualifications, Skills, and Experience
Minimum Qualifications
- O Level certificate.
- Valid driving licence for classes CM, DL, and DM with no penalties.
Added Advantages
- Certificate in Defensive Driving is desirable.
- Certificate in Customer Care is an added advantage.
Experience Required
- At least 3 years of experience working as a driver in relatively large organizations with similar complexity.
Skills and Knowledge
- Strong planning and organizing skills with the ability to manage time and deliver results against agreed priorities.
- Ability to respond positively to organizational change and apply learning in day-to-day work.
- Good written and spoken communication skills, including English.
- Good teamwork skills, including listening, respecting viewpoints, and responding positively to diversity.
- Knowledge of basic mechanical repairs and ability to identify issues early.
- Basic computer knowledge for logs, reporting, and coordination.
- Strong defensive driving skills and a consistent safety-first approach.