Job Title: Fleet Officer

Location

Islamabad

Department

Fleet

The Fleet Officer is responsible for overseeing the maintenance, operation, and performance of the fleet vehicles and drivers. This role ensures that all vehicles are safe, reliable, and optimized for efficiency to meet the organization’s logistical and operational requirements. The Fleet Officer will work closely with other departments, coordinate transportation logistics, and ensure compliance with safety regulations and  fleet policies.

Specific Duties, Responsibilities, and Accountabilities

Plan, organize, and manage the daily operations of the fleet to ensure the efficient and timely movement of resources and personnel.

Develop and implement fleet operational schedules, roasters, routes, and assignments to meet project and organizational requirements.

Oversee and schedule regular maintenance, servicing, and repairs of fleet vehicles to ensure optimal functionality and safety.

Conduct routine inspections and on vehicles to assess performance and identify any issues for prompt repair.

Develop and implement preventive maintenance programs to reduce vehicle downtime and extend vehicle lifecycles.

Maintain detailed records of fleet vehicles, including fuel consumption, vehicle In-Out movement, trip sheets, vehicle mileage, maintenance schedules, service logs, and registration documentation.

To process vehicle insurance & registration documentation timely.

Prepare monthly PSO bills and reports as per mileage and fuel consumption by each donor support program

Ensure all vehicles are compliance with local transportation laws and safety standards.

Conduct incident and accident investigations, implementing corrective actions to prevent future occurrences.

Managing and handling petty cash, tracking and reporting on expenses for fuel, maintenance, repairs, and other operating costs and reporting bills to finance department.

Identify cost-saving opportunities and make recommendations for reducing fleet expenses without compromising operational effectiveness.

Visit the market authorized dealers & workshops to negotiate vehicle repair and maintenance, fuel providers, maintenance vendors, and parts suppliers to secure optimal pricing and service agreements.

Manage relationships with suppliers and vendors to ensure timely and cost-effective support for fleet needs.

Manage a team of drivers to ensure code of conduct, adherence to operational and safety standards.

Develop driver schedules, monitor driver performance, and handle any performance issues or grievances.

Ensure all drivers are trained on fleet policies, emergency procedures, ambulance duties and basic vehicle maintenance tasks.

Implement fleet management software and GPS tracking systems to monitor vehicle usage, location, and condition in real-time.

Analyze fleet data to optimize route planning, fuel usage, and vehicle utilization, ensuring a cost-effective fleet operation

Stay updated on technological advancements in fleet management, recommending innovations that can benefit fleet efficiency and safety.

Any other task assigned by line-manager/HOD.

Duties applicable to all staff

Actively work towards the achievement of the organizational goals.

Abide by and work in accordance with organizational principles and SOPs.

Perform any other work related duties and responsibilities that may be assigned by the line manager

Education

Bachelor’s degree in any relevant field from recognized institution.

Experience

02 years of professional working experience in related field.

Skills                                

Proficiency in logistics and fleet management systems

Ability to analyze fleet performance data and optimize routes or schedules.

Troubleshooting skills to address unexpected issues, breakdowns, or delays.

Ability to manage multiple tasks, prioritize, and meet deadlines.

Decision-making skills to handle emergencies and prioritize fleet needs.

Proficient in MS Office.