Head of fleet

I. Objectives
1. Improve inventory management practices to minimize spare parts losses and optimize stock
levels.
2. Enhance operational efficiency by implementing structured maintenance schedules and
proactive maintenance techniques.
3. Develop comprehensive fleet policies and procedures to address strategic deficiencies,
ensure long-term planning, and provide clear guidelines for fleet management operations.
4. Conduct thorough mapping and problem identification within the fleet management
department to identify operational challenges and areas for improvement.
5. Establish effective data tracking and reporting mechanisms to monitor fleet performance,
track progress on objectives, and facilitate informed decision-making.
6. Optimize resource allocation for maintenance, procurement, and training programs to
maximize efficiency and effectiveness.
7. Improve communication and collaboration between departments involved in fleet
management to enhance overall effectiveness and coordination.
8. Ensure safety and compliance with regulatory standards by implementing robust safety
protocols, compliance checks, and adherence to fleet policies.
9. Mitigate financial implications through cost analysis, cost-saving measures outlined in fleet
policies.
10. Enhance departmental satisfaction and impact through feedback mechanisms, service level
agreements, and continuous improvement initiatives.
11. Develop leadership capabilities and competency among fleet management personnel to
drive organizational change, implement fleet policies effectively, and foster a culture of
excellence.

II. Responsibilities
1. Conduct audits and assessments to identify inventory management issues and develop
action plans for improvement, in alignment with fleet policies and objectives.
2. Implement structured maintenance schedules and proactive maintenance techniques, as
outlined in fleet policies, to minimize downtime and mechanical failures.
3. Draft comprehensive fleet policies and procedures manual, incorporating findings from
mapping exercises and addressing identified operational challenges.
4. Lead and put in place a mapping and problem identification process within the fleet
management department, collaborating with relevant stakeholders and ensuring thorough
analysis.
5. Establish data tracking systems and reporting mechanisms, as per fleet policies, to monitor
fleet performance and progress on objectives, and report findings to senior management.
6. Assess resource allocation for maintenance, procurement, and training programs, making
recommendations for optimization based on fleet policy objectives and priorities.
7. Facilitate communication and collaboration between maintenance teams, fleet managers,
and other relevant departments, ensuring alignment with fleet policies and objectives.

8. Implement safety protocols and compliance checks, as outlined in fleet policies, to ensure
fleet operations meet regulatory standards and organizational requirements.
9. Conduct cost analyses, implement cost-saving measures identified in fleet policies, and
reporting results to senior management.
10. Solicit client feedback and establish service level agreements, in accordance with fleet
policies, to enhance departmental satisfaction and impact, and monitor performance against
objectives.
11. Provide leadership training and development programs for fleet management personnel,
aligning with fleet policy objectives and competency development needs.
12. Monitor and evaluate progress on fleet policy objectives, reporting findings to senior
management and making adjustments to strategies and action plans as necessary.
13. Develop and implement strategies to enhance sustainability and environmental responsibility
within fleet operations, in alignment with organizational goals and industry standards.
14. Oversee the development and maintenance of a comprehensive database of fleet assets,
including vehicle specifications, maintenance records, and lifecycle management data.
15. Collaborate with procurement teams to negotiate favorable terms with suppliers, ensuring
timely and cost-effective procurement of spare parts and equipment.
16. Establish and maintain relationships with external stakeholders, including regulatory
agencies, industry associations, and service providers, to stay abreast of industry trends and
best practices.
17. Lead and participate in cross-functional teams and projects aimed at improving overall
organizational efficiency and effectiveness, leveraging fleet management expertise and
insights.
18. Develop and implement action plans to address newly identified tasks and areas for
improvement, ensuring alignment with organizational goals and objectives.
19. Collaborate with relevant stakeholders to gather input and feedback on identified tasks and
proposed solutions.
20. Monitor and evaluate the effectiveness of implemented solutions, making adjustments as
necessary to optimize performance.
21. Provide regular updates to senior management on the progress of additional tasks and areas
for improvement identified through mapping and problem identification.
22. Foster a culture of continuous improvement within the fleet management department,
encouraging proactive problem-solving and innovation.

III. Deliverables
1. Inventory management improvement plan, including audit reports and stock optimization
strategies.
2. Structured maintenance schedules and proactive maintenance techniques implementation
plan.
3. Drafted fleet policies and procedures manual, reviewed and approved by relevant
stakeholders.
4. Implemented data tracking systems and reporting mechanisms for monitoring fleet
performance.
5. Resource allocation optimization plan, including assessments and recommendations.
6. Improved communication and collaboration protocols, documented and disseminated to
relevant departments.