Fleet & Administration Manager

Reporting to the Head of Corporate Services, the role is responsible for overseeing the Bank’s fleet and administrative operations, ensuring efficient service delivery, optimal resource utilisation, cost management and compliance with the Bank’s policies, internal controls and applicable laws and regulations, while providing reliable support services that enable business continuity and achievement of the Bank’s strategic objectives.

Our organisation is seeking a suitably qualified Fleet & Administration Manager at DFCU Bank based in Head Office.

This position offers the right candidate a chance to develop their career in a professional environment, with opportunities to build on existing skills and take on new challenges as the role evolves.

To be considered, please submit your application before the closing date.

• Oversee the management, utilization, maintenance and safety of the Bank’s fleet, ensuring vehicle availability, timely servicing, insurance renewals, licensing, statutory inspections, fuel monitoring, accident management and insurance claims in accordance with approved policies and applicable regulations.
• Oversee cleaning and sanitation services across the Bank’s offices and branches, monitoring service provider performance and ensuring compliance with agreed standards to maintain clean, hygienic and presentable working environments.
• Oversee courier services, document dispatch and other administrative support services to ensure timely, secure and efficient service delivery across the Bank.
• Monitor stock levels of office supplies and consumables, coordinate timely reordering, and maintain adequate inventory to support uninterrupted business operations.
• Oversee the performance of fleet, cleaning, courier and other administrative service providers against contractual obligations and agreed service standards. Coordinate with Procurement, Legal and other relevant functions on sourcing, contract management, renewals, invoice verification and resolution of supplier performance issues.
• Maintain accurate records of vehicles and other administrative assets, ensuring proper allocation, safeguarding, physical verification, reconciliation, maintenance, transfer and disposal in accordance with the Bank’s asset management policies and procedures.
• Ensure fleet and administrative operations comply with the Bank’s policies, delegated authorities, internal controls and applicable Ugandan laws and regulations. Identify and mitigate operational risks, maintain audit-ready records, implement audit recommendations and support workplace safety and business continuity arrangements.
• Prepare and manage unit budgets and operational plans, monitor expenditure against approved budgets, investigate variances and implement cost-control initiatives to optimize resource utilization and achieve value for money without compromising service quality.
• Lead and supervise departmental staff, set performance objectives, allocate responsibilities, monitor performance, address performance gaps and develop staff capabilities to promote accountability, productivity, teamwork and high service standards.
• Maintain effective working relationships with branches, departments and external service providers, monitor service delivery standards, resolve escalated complaints and coordinate administrative support to meet the Bank’s operational needs.
• Prepare timely management reports on fleet utilization, operating costs, vendor performance, budget utilization, asset management and service delivery. Identify and implement approved improvements to operational processes, controls, efficiency and service quality, including opportunities for automation.

• A Bachelor’s Degree in Business Administration, Logistics and Supply Chain Management, Transport Management, Automotive/Mechanical Engineering, Facilities Management or a related field from a recognized university.
• A relevant professional qualification in fleet management, facilities management, procurement, logistics or administration is an added advantage.
• At least 7 years’ relevant experience in fleet management, general administration or corporate services, including at least 3 years in a supervisory or management role.
• Excellent Communication skills.
• Good in interpersonal and organizational skills.
• Good knowledge of Word, Excel, PowerPoint, Internet and Outlook.
• Ability to exhibit self-motivated & self-driven capabilities.
• Good understanding of Bank policies and procedures.
• Industry and business awareness.
• Ability to work under pressure and in a fast paced environment.
• Demonstrable knowledge of fleet operations, vehicle maintenance, fuel management, insurance, accident claims, facilities maintenance, utilities and workplace services.
• Ability to prepare and monitor budgets, analyze expenditure, control operating costs and identify opportunities for cost optimization.
• Knowledge of procurement procedures, contract administration, supplier performance management, service-level agreements and cost-effective sourcing.
• Understanding of internal controls, operational risk, asset protection, occupational safety and health, insurance requirements and applicable Ugandan laws and regulations.
• Proficiency in Microsoft Office applications, particularly Excel, and the ability to analyze operational data, prepare management reports and use relevant fleet, asset or facilities management systems.
• Strong people management, communication, negotiation, planning and organizational skills, with the ability to manage teams and coordinate effectively with internal departments and external service providers.
• High levels of accountability, ethical conduct, attention to detail, problem-solving ability, customer service orientation and resilience in managing competing priorities and operational challenge.

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