Smart Fleet Coordinator at AIRD

The Smart Fleet for Partners centralizes the management of the UNHCR fleet allocated to its Partners, with AIRD as the lead Partner. AIRD has the capacity to manage the fleet according to stipulated regulations in consultation with other implementing Partners. This includes allocating vehicles and drivers for trips requested by staff and Partner Organizations.

The initial pilot of Smart Fleet for Partners is being implemented in the Kibondo District of Kigoma, Tanzania, where Partners are collaborating to provide services for refugees using vehicles supplied by UNHCR under Partnership Agreements. All Partners are located in Kibondo town, while refugees live in Nduta Camp, approximately 14 kilometers from Kibondo. Additionally, Partners provide services to the host community and travel between Kibondo and other towns in Western Tanzania for official business.

• Position: Smart Fleet Coordinator – AIRD Tanzania Program, based in Kibondo
• Reporting to: Country Operations Manager

Job Summary:

The Smart Fleet Coordinator is responsible for overseeing a pilot project starting in Kibondo, which aims to implement carpooling for all UNHCR Partner fleets to reduce fuel and maintenance costs. This pilot project is expected to expand to Kasulu in October 2025. The Coordinator will plan trips, ensure safe routing, and address all requests from implementing Partners. Collaboration with Fleet Supervisors and dispatchers is key for managing logistics and supply chain operations at the Kasulu and Kibondo Logistics Bases, including in the Offices and the Camps.

Core Responsibilities:

• Serve as a role model for Fleet Staff by emphasizing the right mindset and behavior.
• Develop the Fleet strategy in alignment with the overall Operations strategy, including establishing a contingency plan.
• Collaborate with implementing partners and UNHCR to effectively implement the Smart Fleet for Partners program.
• Monitor and respond promptly to Partner fleet pool requests, aiming to minimize waiting times.
• Set and monitor Key Performance Indicators (KPIs) to ensure Fleet Staff prioritize essential tasks.
• Optimize communication, procedures, and structures within the Fleet pooling system.
• Maintain a positive working relationship with Implementing Partners to ensure effective operations.
• Create schedules to ensure that the vehicle fleet remains in good condition and maximizes fuel efficiency while minimizing unexpected repairs.
• Use Smart Fleet system software to track fleet operations, including vehicle locations and driver habits.
• Ensure that all Drivers understand the SMART Fleet Standard Operating Procedures (SOPs) and promote full implementation.
• Coordinate training and facilitate discussion groups for drivers on the safe operation of the vehicle fleet.

Other Tasks:

Fleet Management:

• Oversee the assignment of vehicles and drivers to trips using the Smart Fleet technology platform.
• Ensure accurate and timely data entry into the Smart Fleet technology platform.
• Timely report any discrepancies to the lead Partner Management.
• Monitor the consistency of the booking and dispatch processes.
• Ensure compliance with the guidelines outlined in the Smart Fleet Terms of Reference (TOR) and SOPs.
• Oversee the implementation of the road safety program.
• Control vehicle movement to ensure timely delivery of services to partners and beneficiaries.
• Ensure vehicle licenses and insurances are renewed on time.
• Ensure that drivers comply with traffic laws and maintain respectful behavior.

Fleet Maintenance:

• Ensure routine vehicle checks are performed and report malfunctions, damage, or missing components.
• Plan and adhere to service intervals for each vehicle.
• Ensure timely and safety-oriented vehicle maintenance.
• Book vehicles for service as per fleet maintenance schedules.

Fuel Management:

• Calculate fuel consumption rates and ensure correct mileage entry on logbooks after refueling.
• Monitor and report on fuel use and losses.
• Strive for cost-effective fuel use in fleet operations.

Reporting and Accountability:

• Collect and submit required data accurately and on time.
• Account for operating costs related to vehicles following project guidelines.
• Keep management informed of SMART Fleet operations to facilitate timely action.
• Analyze data from the Smart Fleet technology platform and generate reports.

Minimum Qualifications:

• Degree in Logistics, Fleet Management, Supply Chain Management, or Auto-mechanical Engineering.
• Completion of a Fleet Management course or certifications.
• A minimum of 5 years’ experience in logistics operations.
• Proven experience in data analysis and reporting.
• Experience using ERP systems and Fleet management software is an advantage.
• Experience with NGOs is an added advantage.

Knowledge:

• Understanding of telematics, vehicle tracking, and ERP systems.
• Familiarity with transport and fleet management, including journey and route planning.
• Knowledge of vehicle safety and security protocols.
• Awareness of occupational safety, health, and environmental considerations.
• Competence in fleet analytics and reporting.
• Understanding of road safety and traffic regulations.

Competences:

• Strong communication, planning, and organizational skills.
• Fluency in English and Swahili.
• Proficient in problem analysis and monitoring.
• People-oriented with a results-driven mindset.
• Ability to prioritize tasks and work under pressure and conflicting deadlines.
• Competent in computer applications such as Word, Excel, and PowerPoint.