LOGISTICS COORDINATOR / FLEET SUPERVISOR

Company: Alliad Uganda Limited

Location: Kampala, Uganda

Reports To: Logistics Supervisor and BD Commercial

ROLE PURPOSE

Support the Logistics Supervisor in day‑to‑day fleet coordination, reporting, data management, vehicle maintenance tracking, documentation management, and driver support to ensure smooth, efficient, and cost‑effective truck operations across the Uganda–Mombasa and Tilenga routes.

Key Responsibilities Trip Tracking & Reporting Maintain real‑time trip trackers covering departure and arrival times, border timelines, cargo status, and delays. Compile and circulate weekly trip schedules to the Logistics Supervisor and Business Development

Documentation Management Control / Process all trip documentation including cargo manifests, waybills, border clearance forms, and fuel receipts. Coordinate with border agents to support advance clearance.

Driver Coordination Coordinate drivers via phone or radio during trips. Escalate delays, incidents, or breakdowns immediately to the Logistics Supervisor with supporting documentation.

Vehicle Maintenance Tracking Schedule and track preventive maintenance for all trucks within the USD 200 per truck per month budget. Manage spare parts inventory and raise purchase requisitions when required.

Tyre Management Manage tyre inventory and replacement schedules (USD 0.30/km reference). Track tyre costs against the model budget and flag variances.

Driver Records Administration Maintain accurate driver files including licences, PSV certificates, medical certificates, allowance claims, and trip logbooks.

Fuel Reconciliation Conduct monthly fuel reconciliation (litres purchased vs kilometres driven vs model budget). Flag variances greater than 2%.

Client Invoicing Support Prepare and submit client invoices to Finance per trip and per client. Ensure invoices are raised within 24 hours of trip completion.

Data & Record Keeping Maintain accurate departmental databases covering trip logs, maintenance history, fuel records, tyre logs, and driver documentation.

Report Writing Compile weekly and monthly operational reports. Document meetings and prepare summaries for management review.

Client Retention & New Business Support Ensure minimal client issues arising from administrative, documentation, or invoicing errors. Provide accurate cost data and truck availability to Supervisor / BD / Commercials within 24 hours for new client quotations.

Minimum Qualifications & Experience Education Advanced Diploma or Degree in Logistics, Transport, Business Administration, Marketing, Community Psychology, or a related field.

MS Office

Certified proficiency in MS Word, outlook, Excel, and PowerPoint.

Report Writing Strong report writing, documentation, and presentation skills.

Data Management Proven data management, record keeping, and document control experience with full database tracking.

Attention to Detail High attention to detail with a zero‑error standard in documentation and records management.

Communication Strong verbal and written communication skills; fluent English (spoken and written). Proven collaboration and coordination skills across teams.

Multi‑tasking & Organisation Ability to manage multiple tasks simultaneously including operations support, records, reporting, and coordination.

Cross‑Border Documentation Knowledge of East Africa Customs Union procedures . Candidates without direct experience must demonstrate strong documentation capability and willingness to learn.

Freight / Fleet Coordination Experience Minimum 1-2 years’ experience in Strong administrative, data, and coordination experience or freight/fleet administration

Driving Licence Valid driving licence if available

KEY PERFORMANCE INDICATORS (KPIs)

• Zero documentation errors per month
• 100% preventive maintenance completed on schedule
• Fuel variance ≤ 2% vs budget
• Invoices raised within 32 hours of trip completion
• Tyre costs within ±5% of model budget
• Weekly trip schedules issued by Monday 9:00am; monthly reports by 5th of the month
• Zero client issues arising from admin, invoicing, or fleet coordination errors
• Cost and availability data provided for new business within 24 hours-.Support in business growth in coordination with Logistics Supervisor and department heads

Hse & Operational Requirements

• Conduct and record vehicle walk‑around inspections before departure
• Ensure all trucks carry fire extinguishers, first‑aid kits, and reflective triangles
• Verify and record tyre condition before and after trips
• work with Logistics Supervisor and HSE to Maintain incident, damage, and near‑miss logs and report within 2 hours
• Ensure compliance with driver rest requirements (maximum 10 continuous driving hours) in coordination with HR department
• Wear PPE when operating in yard or loading/offloading areas
• Verify driver medical certificates , defensive driving and licences before trip assignment
• Cleanliness and smartness