Logistics Officer - Fleet & Asset Management

Role Overview

This position sits at the heart of the Shared Services Centre, where you will take end-to-end responsibility for how vehicles, assets, and related logistics services are planned, coordinated, and delivered. Day to day, you will balance operational demands with compliance requirements, making sure every vehicle is safe, every fuel purchase is accounted for, and every asset is tracked from acquisition to disposal. Your work matters because the reliability of this fleet and asset base directly affects the organisation's ability to run programmes in a fast-moving, often challenging environment.

Key Responsibilities

• Direct the daily operation of the vehicle fleet, including scheduling, maintenance, repairs, spare parts stock, and driver deployment, so that resources are used efficiently and without disruption to programme activities.
• Oversee the full fuel cycle – procurement, storage, dispensing, consumption tracking, and supplier performance – while carrying out market price surveys and ensuring that tariff regulations are respected at all times.
• Lead and develop the fleet team: manage rotas, attendance and performance; conduct driving assessments; coach drivers on road safety and compliance; and support the recruitment and evaluation of new driving staff.
• Keep the asset register accurate and current by managing the lifecycle of every item – from initial registration and tagging through transfers, inspections, and final disposal – while carrying out periodic physical verification.
• Plan and budget for asset maintenance, coordinate external service providers, and implement preventive maintenance schedules that protect the value and working condition of vehicles and equipment.
• Monitor how assets are used and moved across the organisation, maintain tracking systems, and produce regular reports that highlight utilisation, performance, and any compliance gaps.
• Protect organisational assets by conducting audits, identifying security risks, enforcing policy standards, and updating procedures in line with donor and regulatory requirements.
• Administer fleet documentation – including vehicle registration, accident files, insurance claims, supplier payments, and allocation records – and identify opportunities to reduce costs while maintaining service quality.

Requirements & Qualifications

• Bachelor’s degree in Logistics and Supply Chain Management, Transport and Fleet Management, Business Administration, or a closely related field from a recognised institution. A Diploma combined with a relevant technical qualification and substantial fleet and asset management experience may also be accepted.
• Professional certification or technical training in fleet management, transport management, asset management, motor vehicle mechanics, or a related discipline is an added advantage.
• At least 3 to 5 years of hands-on experience in fleet, transport, logistics, or vehicle management, ideally within an international NGO, humanitarian organisation, or similarly complex operational setting.
• Proven track record of managing vehicle fleets, maintenance schedules, fuel consumption, vehicle utilisation, driver performance, and fleet documentation.
• Experience using fleet management systems such as FleetWave, TrackPoint, or equivalent platforms.
• Handled vehicle accidents, insurance claims, repairs, and regulatory compliance in previous roles.
• Supervised drivers or other logistics personnel, with solid people management skills.
• Worked with outsourced workshops, vehicle service providers, and fleet-related suppliers.
• Able to analyse fleet data – fuel use, maintenance costs, utilisation rates – and turn that data into clear reports and cost-saving recommendations.
• Managed organisational assets end to end, including registration, tagging, transfers, disposals, and physical verification, plus maintaining asset registers and conducting audits.
• Strong knowledge of fleet management principles, vehicle maintenance practices, and asset lifecycle management.
• Good working knowledge of Kenyan traffic laws, vehicle registration, insurance, and transport regulations.
• Comfortable with 4WD vehicles and HF/VHF radio communication in field environments.
• Valid Kenyan driving licence, preferably with verifiable experience driving 4WD vehicles.
• Excellent written and spoken English, along with strong planning, organisational, analytical, and problem-solving abilities.
• Able to work independently and under pressure in a multicultural and humanitarian setting, while maintaining attention to detail and accountability.