Fleet Assistant

About the Organization

The International Rescue Committee (IRC) is a leading global humanitarian non-governmental organization established in 1933, responding to major crises worldwide by restoring essential services and empowering affected communities. With operations across more than 40 countries and numerous U.S. cities, the IRC works to provide health, safety, education, and economic support to those impacted by conflict and disasters.

Role Overview

As a Fleet Assistant reporting to the Transport Manager, your primary responsibility will be to manage and coordinate the logistics of staff transportation by allocating vehicles and motorcycles for field assignments. You will oversee the upkeep, maintenance, and security of vehicles, motorcycles, and generators while ensuring that records and documentation comply with audit standards.

Key Responsibilities

• Maintain an up-to-date preventive maintenance schedule for all vehicles, motorcycles, and generators, guaranteeing servicing occurs on time according to manufacturer guidelines and fleet procedures.
• Arrange and coordinate routine servicing, repairs, and inspections with authorized service providers to reduce downtime.
• Keep detailed records of vehicle service history, mileage, costs of repairs, and spare part replacements.
• Ensure pending repairs are followed up and completed satisfactorily before the vehicle or equipment is returned to operation.
• Perform regular inspections to detect mechanical problems and recommend necessary corrective measures.
• Implement and enforce IRC vehicle policies and procedures, emphasizing safety and security compliance.
• Assist in preparing monthly reports and fuel reconciliations for operational field sites, such as Yumbe and Imvepi.
• Verify that each vehicle carries required documentation, including valid insurance, and keep such documents current.
• Conduct daily condition checks using checklists and ensure timely reporting and management of any identified defects.
• Ensure daily cleaning and proper maintenance of all vehicles.
• Manage and be accountable for fuel requests and allocation for all vehicles, motorcycles, and generators, ensuring accurate consumption reporting.
• Support evaluation of fleet utilization, maintenance requirements, and overall transportation performance.
• Prepare weekly fuel consumption reconciliations prior to refueling.
• Ensure that all vehicles are securely stored when not in use.
• Be knowledgeable about local transport laws and regulations to ensure compliance.
• Perform any additional assignments as directed by the supervisor.

Qualifications and Experience

• A degree or diploma in Mechanical Engineering, Transport and Logistics Management, Supply Chain Management, Business Administration, or a related field.
• Certification or diploma in Motor Vehicle Mechanics or Automotive Engineering is an added advantage.
• At least 2 years of experience in fleet management, transport operations, or a similar role, preferably within a non-governmental or humanitarian context.
• Practical experience with vehicle and motorcycle operations, including preventive maintenance and basic mechanical troubleshooting skills.
• Experience coordinating servicing, repairs, and inspections for fleet vehicles and generators.
• Familiarity with supply chain management systems and documentation processes.
• Knowledge in managing fleet-related documentation, fuel management, expenditure reconciliation, vehicle utilization, and reporting.
• Ability to identify mechanical faults and liaise with service providers for timely repairs.
• Solid understanding of transport policies, road safety standards, and relevant traffic regulations in Uganda.
• Proficiency in Microsoft Office, especially Excel, with competence in maintaining accurate fleet records.
• Strong analytical, organizational, communication, and reporting capabilities.
• Self-motivated with the ability to prioritize tasks independently while upholding high levels of integrity and responsibility.
• Must have a valid Ugandan Driving Permit and maintain a clean driving record.

Additional Information

Applications are reviewed on a rolling basis. The deadline to submit applications is 23rd July 2026.

Professional Standards

All IRC employees are required to abide by the core principles of Integrity, Service, Equality, and Accountability as outlined in the IRC Way – Standards for Professional Conduct. The organization upholds policies aimed at safeguarding people, ensuring fiscal integrity, managing conflicts of interest, and providing protection from retaliation. IRC fosters a professional culture endorsing transparency, collaboration, and critical reflection to deliver effective services.