Job title: Fleet Usage Administrator
Work Location: Hariss International Limited – Kampala, Uganda
Division / Department: Transport & Distribution
Reports to: Fleet Controller- Commercial
Job Purpose:
The Fleet Usage Administrator is responsible for monitoring, managing, and optimizing the utilization of the organization’s commercial trucks. This role ensures efficient vehicle allocation, accurate usage tracking, compliance with company policies, and cost-effective operations to ensure that the company meets its sales delivery aspirations.
Essential Duties and Responsibilities:
1) Fleet Operations & Utilization Management
- Allocate sales orders to trucks ensuring at least 95% weigh load utilization.
- Track vehicle availability and coordinate scheduling to meet operational needs.
- Ensure 100% Journey management planning for all loaded trucks.
- Work closely with drivers and dispatch to improve efficiency and resolve usage issues.
- Coordinate with delivery destination to ensure quick offloading & trucks turn around <6hrs per delivery.
- Exit loaded trucks in time as per set KPIs for day and night shifts.
- Process and post driver Per diem in SAP
2) Data Management & Reporting
- Maintain accurate records of vehicle usage, deliveries, mileage, fuel consumption, and driver assignments in line with compony policy.
- Analyze fleet usage data and generate reports on performance, utilization, and costs.
- Prepare and send daily dispatch reports to the manager and share them via group mail or WhatsApp.
3) Fuel & Cost Control
- Manage fuel issuance & usage and monitor fuel efficiency trends.
- Post fuel usage in SAP and reconcile usage daily.
- Identify opportunities for cost savings and operational improvements within the fleet.
4) Compliance & Safety Management
- Ensure compliance with company fleet policies, safety regulations, and legal requirements during execution of the role.
- Investigate and report delivery incidents or misuse of fleet vehicles.
- Perform any other duties as maybe assigned by the line manager
Education and/or Work Experience Requirements:
- A minimum of a bachelor’s degree in logistics, engineering, or a related discipline
- Minimum 2 years of experience in fleet management, logistics coordination, or transportation operations.
- Excellent communication and interpersonal skills.
- Leadership and supervisory skills.
- Analytical and problem-solving abilities.
- Strong organizational and time management skills.
Technical Skills:
- Proficiency in fleet management software and GPS tracking systems.
- Strong knowledge of Microsoft Office Suite (Excel, Word, PowerPoint), especially data analysis in Excel.
- Ability to analyze data and generate actionable insights from fleet usage reports.
- Understanding vehicle maintenance schedules and basic mechanical knowledge is an advantage.
- Familiarity with fuel management systems and cost tracking tools.
- Excellent communication and interpersonal skills.
- Leadership and supervisory skills.
- Proficiency in using email and messaging tools like WhatsApp.
Equal Employment Opportunity Policy
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status.
Hariss International is an equal opportunity employer Minorities/Females/People with Disabilities/Protected Veterans/Sexual Orientation/Gender Identity.
