Assistant Fleet Management Officer

• PositionAssistant Fleet Management Officer
• CompanyInfectious Diseases Institute (IDI)
• LocationKampala, Uganda
• Job TypeContract
• CategoryNGO, Operations, Procurement & Logistics Jobs in Uganda
• IndustryPublic health and health systems
• DepartmentFleet Unit, Operation Section, Finance and Administration Department
• DeadlineMonday, 16 November 2026, 11:59 PM

The Infectious Diseases Institute is a Ugandan not-for-profit organisation wholly owned by Makerere University. Its official profile describes a history that began in 2001, with incorporation as a non-profit in 2002, and a mission focused on strengthening African health systems through research and capacity development.

IDI brings together prevention, care and treatment, training, research, laboratory services, health-systems strengthening and global health security. The institute reports operating in most districts of Uganda and working with partners in Africa and beyond.

The Assistant Fleet management Officer supports the Fleet Management Officer with the day-to-day operation of IDI’s vehicle fleet. The work includes following procurement approvals and LPOs, checking invoices against orders and quotations, maintaining traceable records for vehicle repairs and tyre work, and preparing weekly and monthly fleet reports. The assistant also checks fuel-accountability information, reviews mileage data and helps resolve discrepancies with staff who initiated transport requests.

The post has a practical safety and coordination focus: checking vehicle condition and required equipment, helping organise defensive-driving and safety training, assisting with driver dispatch and route planning, keeping mileage logbooks complete, and coordinating staff and goods movements. It includes inspecting hired and IDI vehicles and following up servicing with prequalified garages. The advert lists a six-month duration and a full-time classification; the station is shown as MKC, rendered here as Kampala pending confirmation.

• Deputise for the Fleet Management Officer during the officer’s absence.
• Assist with follow-up on approvals and LPOs for fleet-related procurement and finance work.
• Generate weekly and monthly fleet operational reports for the direct supervisor and line manager.
• Enter data for works, tyre dressing and vehicle repairs and ensure records are completed for traceability.
• Check that invoices match purchase-order and quotation information before payment processing.
• Check, verify and record fuel accountabilities received from upcountry and within IDI for Fleet Supervisor review.
• Review fuel-tracker mileage reports to support proper fuel use and driver behaviour.
• Identify and resolve fuel-accountability queries with the initiator, including transport assistants and field administration or finance staff, and compare card-statement readings and balances with actual use.
• Check that staff and drivers follow safety standards and procedures and that safety equipment is installed in each IDI vehicle.
• Coordinate fleet-section training, especially safety, repair techniques and defensive driving.
• Keep vehicle-work information stored and retrievable when needed.
• Assist with driver dispatch, movement coordination and rotational scheduling; advise on security, route conditions and anomalies and take appropriate action when roads are blocked or impassable.
• Ensure vehicle mileage logbooks are updated and required information is documented.
• Assist in planning and coordinating vehicle and staff movements and completing paperwork for transport and goods delivery.
• Ensure itineraries and bookings for staff and partner domestic trips are followed as planned.
• Inspect hired and IDI vehicles and confirm they are serviceable and mechanically fit.
• Follow up vehicle servicing and work with prequalified garages.

Required Education

• At least a diploma in Mechanical Engineering, Logistics Management or a relevant field.

Work Experience

• Experience in vehicle assessment.
• Minimum years of experience: Not stated in the advert.

Additional Requirements

• Outstanding organisational skills.
• A self-starter with leadership, supervisory and negotiation skills.
• A notable record-keeping ability for key fleet tasks.
• Knowledge of report writing and ability to interact with all levels of management.
• Self-motivated, innovative and able to meet deadlines.
• Analytical mindset and good problem-solving skills.
• Attention to detail.
• Exceptional interpersonal skills and excellent written and verbal communication.
• Knowledge of traffic laws and rules, the Highway Code, vehicle mechanics and maintenance-management skills.

Technical Skills

• Fleet procurement and finance records: Follow approvals and LPOs and check invoices against purchase orders and quotations.
• Fuel accountability and mileage tracking: Verify fuel records, review tracker mileage reports and resolve discrepancies against card-statement use.
• Vehicle assessment and maintenance: Inspect hired and IDI vehicles and follow servicing with prequalified garages; vehicle-assessment experience is required.
• Vehicle safety: Check safety procedures and equipment and support fleet training in safety, repair techniques and defensive driving.
• Fleet record keeping and reporting: Maintain traceable vehicle-work records and mileage logbooks and produce weekly and monthly fleet reports.
• Traffic and vehicle knowledge: The person specification lists traffic laws, the Highway Code, vehicle mechanics and maintenance-management skills.

Soft Skills

• Organisation and attention to detail: Maintain accurate fleet records, checks and movement paperwork.
• Leadership and supervision: The person specification seeks a self-starter with leadership and supervisory skills.
• Negotiation and interpersonal skills: The advert lists negotiation skills and exceptional interpersonal skills.
• Analytical problem-solving: Review mileage and fuel information and address accountability queries.
• Communication and report writing: Use written and verbal communication and interact with all levels of management.
• Initiative and deadline management: Be self-motivated and innovative and meet deadlines.

Benefits are not stated in the advert.

• Support the Fleet Management Officer and deputise during the officer’s absence.
• Combine purchasing follow-up, invoice checks and routine fleet finance records.
• Work directly with weekly and monthly operational reports, fuel data and mileage tracking.
• Contribute to driver and vehicle safety checks and fleet training.
• Coordinate dispatch, routes, staff travel and goods movements.
• Inspect both hired and IDI vehicles and follow servicing with prequalified garages.
• The advert lists a six-month, full-time appointment in the fleet unit.

Sign in or create an account through the official IDI Opportunity Portal, then follow the application route for vacancy FMAX002. The listed closing time is 23:59 on 16 November 2026.

• Checked on 10 November 2026 against Infectious Diseases Institute (IDI)'s official advert.
• Closing date confirmed as 16 November 2026. NextRoleHub closes the listing at 23:59 Kampala time that day.
• The application link goes to the employer's own page or email. Applying is free; report anyone who asks for money.
• Before you apply, read our guide: How to find NGO jobs in Uganda. Work out your pay with the take-home pay calculator.