Position Purpose
The Transport Officer is responsible for the safe, efficient, economical, and compliant management of ASLO's vehicle fleet and transport services. The role ensures that vehicles, drivers, fuel, maintenance, movements, and transport records are properly planned, controlled, documented, and reported so that programs and support functions receive reliable transport without compromising safety, security, donor compliance, or value for money.
Key Responsibilities
Fleet Planning and Daily Transport Operations
· Prepare and maintain daily, weekly, and monthly vehicle movement plans based on approved program and operational requests.
· Allocate vehicles and drivers objectively and efficiently, giving priority to safety, program criticality, approved travel, and cost effectiveness.
· Confirm that every movement is supported by an authorized vehicle request, movement approval, passenger list where required, and security clearance.
· Maintain an up-to-date fleet availability board covering vehicle status, location, driver assignment, maintenance needs, and expected return dates.
· Coordinate airport movements, official visits, field missions, emergency deployments, and inter-office transport arrangements.
· Prevent unauthorized use of vehicles, transport of unauthorized passengers or goods, and use of ASLO assets for private purposes.
Driver Supervision and Road Safety
· Supervise drivers, assign duties fairly, monitor attendance and performance, and ensure compliance with working-hour and rest requirements.
· Verify that all drivers hold valid licenses and required documents and receive orientation on defensive driving, code of conduct, safeguarding, PSEA, first aid, and incident reporting.
· Conduct regular driver briefings on route risks, weather, security restrictions, communications, check-in procedures, and emergency arrangements.
· Ensure the consistent use of seat belts, speed limits, journey-management controls, and ASLO's no-alcohol, no-drug, and no-mobile-phone-while-driving rules.
· Review driver performance and recommend coaching, recognition, corrective action, or further assessment through approved HR procedures.
Vehicle Maintenance and Roadworthiness
· Establish and track preventive maintenance schedules using mileage, time intervals, manufacturer guidance, road conditions, and vehicle history.
· Ensure daily and weekly vehicle checks are completed and that safety-critical defects are reported and corrected before a vehicle is released.
· Coordinate maintenance and repair with prequalified workshops under approved procurement arrangements; verify work performed before certifying service completion.
· Maintain complete maintenance files for each vehicle, including service history, repair approvals, invoices, parts replaced, warranty details, and cost trends.
· Ensure vehicles carry required safety and emergency equipment, including first-aid kits, fire extinguishers, spare tires, tools, communications equipment, and seasonal supplies.
Fuel, Mileage, and Cost Control
· Administer fuel issuance and fuel cards or coupons in line with approved procedures and segregation-of-duties requirements.
· Reconcile fuel issued against vehicle logbooks, odometer readings, routes, fuel receipts, authorized movements, and established consumption benchmarks.
· Investigate unusual fuel consumption, mileage discrepancies, duplicate claims, missing documents, or suspicious patterns and report exceptions promptly.
· Prepare monthly analysis of kilometers travelled, fuel efficiency, maintenance cost, downtime, and total operating cost by vehicle.
· Recommend practical measures to reduce idle time, fuel waste, unnecessary movements, emissions, and avoidable repair costs.
Vehicle Documentation, Registration, and Records
· Maintain an accurate vehicle master register showing ownership, donor or project allocation, identification details, insurance, registration, and operational status.
· Ensure registration, insurance, road permits, tax documentation, inspection certificates, and driver documents remain valid and are renewed on time.
· Review logbooks for completeness, accuracy, authorizations, mileage continuity, fuel entries, and driver signatures before monthly closure.
· File transport records in an orderly, secure, and audit-ready manner in both physical and approved electronic systems.
· Support asset verification, donor inspections, internal control reviews, spot checks, and external audits relating to vehicles and transport services.
Incidents, Accidents, and Emergency Response
· Ensure all accidents, breakdowns, injuries, traffic violations, loss, theft, or security incidents are immediately reported and handled under ASLO procedures.
· Preserve evidence, obtain required police or third-party documentation, coordinate medical and recovery support, and submit complete incident reports within established timelines.
· Coordinate insurance notifications and claims while ensuring that no admission, settlement, or repair is made without appropriate authorization.
· Analyze incidents and near misses, identify root causes, and implement approved corrective and preventive measures.
Coordination, Procurement Support, and Reporting
· Prepare technical specifications, scopes of work, and cost estimates for vehicle rental, maintenance, spare parts, fuel, and transport-related services without participating in incompatible approval roles.
· Support technical evaluation of transport-related bids based on approved criteria and disclose any actual or perceived conflict of interest.
· Monitor service-provider performance and report delays, quality failures, overcharging, or contract noncompliance to the responsible manager and Procurement Unit.
· Submit accurate weekly updates and complete monthly fleet reports, including exceptions, risks, costs, incidents, and recommended actions.
· Support transport budgeting, forecasting, and annual operating plans using reliable fleet data.
Authority and Internal Controls
· May schedule approved vehicles and drivers within delegated authority but may not approve personal or unauthorized use.
· May remove a vehicle or driver from service when there is a credible safety, licensing, security, or roadworthiness concern and must report the action immediately.
· May verify services and recommend payment but may not approve procurement, certify unsupported work, or authorize payment outside the approved delegation matrix.
· Must ensure that vehicle request, dispatch, fuel issuance, service verification, invoice approval, and payment responsibilities remain appropriately segregated.
