Intern - Fleet Coordination

Job Title: INTERN – FLEET COORDINATOR

Department: Operations / Logistics

Reports To: Fleet & Logistics Coordinator

Location: Nairobi, Kenya

JOB PURPOSE

The Fleet Coordinator Intern will support the day-to-day coordination and administration of the company’s fleet and logistics operations. The role will assist in monitoring vehicle movements, maintenance schedules, fuel usage, driver activities, documentation, deliveries, and other logistics activities to ensure efficient and cost-effective operations.

The intern will gain practical experience in fleet management, logistics coordination, record keeping, reporting, and operational support.

KEY RESPONSIBILITIES

A. Fleet Coordination

- Assist in coordinating the daily allocation and scheduling of company vehicles.
- Monitor vehicle movements, assignments, and utilization.
- Maintain an updated fleet register and vehicle records.
- Assist in tracking vehicle mileage, fuel consumption, servicing, and repairs.
- Follow up on scheduled vehicle servicing, inspections, insurance, and other statutory requirements.
- Assist in reporting vehicle breakdowns, accidents, and maintenance issues.
- Monitor vehicle availability and communicate any operational challenges to the supervisor.

B. Driver Coordination

- Assist in coordinating drivers and daily vehicle assignments.
- Maintain updated driver records and documentation.
- Follow up on driver schedules, routes, and assignments.
- Assist in monitoring compliance with company fleet policies and procedures.
- Support communication between drivers, operations, and other departments.

C. Logistics Support

- Assist in planning and coordinating deliveries, collections, and dispatches.
- Support route planning and scheduling to improve efficiency.
- Track deliveries and provide updates on their status.
- Assist in coordinating movement of goods between branches, customers, suppliers, and other locations.
- Escalate delays, delivery challenges, or other logistics issues to the relevant supervisor.

D. Fuel & Expense Monitoring

- Maintain accurate records of fuel usage and vehicle-related expenses.
- Assist in reconciling fuel records, mileage, and vehicle usage.
- Monitor fuel consumption and flag unusual variances.
- Assist with preparation of fleet-related expense reports.

E. Documentation & Record Keeping

- Maintain organized physical and electronic fleet and logistics records.
- Assist in ensuring vehicle files contain valid and updated documentation.
- Capture and update fleet information in Excel or the company’s fleet management system.
- Maintain records of maintenance, fuel, repairs, accidents, insurance, and vehicle inspections.
- Ensure logistics documentation is properly filed and easily accessible.

F. Reporting & Data Management

- Prepare routine fleet and logistics reports as required.
- Assist in tracking key fleet performance indicators.
- Update daily, weekly, and monthly fleet trackers.
- Analyze basic fleet data and highlight trends, variances, or areas requiring attention.
- Support preparation of management reports.

G. General Operational Support

- Support the Fleet & Logistics Coordinator in implementing operational procedures.
- Assist with fleet audits and physical vehicle inspections.
- Participate in stock, vehicle, and logistics-related reconciliations where required.
- Perform other duties related to fleet and logistics operations as assigned by the supervisor.

3. KEY PERFORMANCE INDICATORS (KPIs)

The intern's performance will be assessed based on:

- Accuracy and completeness of fleet records.
- Timely updating of fleet and logistics trackers.
- Accuracy of fuel and mileage records.
- Timely follow-up on vehicle servicing and maintenance schedules.
- Efficiency in tracking vehicle movements and deliveries.
- Accuracy and timeliness of logistics reports.
- Proper filing and maintenance of fleet documentation.
- Responsiveness to drivers and internal stakeholders.
- Adherence to company procedures and safety requirements.
- Demonstrated learning, initiative, and ability to work independently.

QUALIFICATIONS & EXPERIENCE

- Diploma or Bachelor's Degree in Logistics & Supply Chain Management, Transport Management, Business Administration, or a related field.
- Recent graduate or student seeking practical internship experience.
- Basic knowledge of fleet, transport, or logistics operations is an added advantage.
- Proficiency in Microsoft Office, particularly Excel and Word.
- Good numerical and data-entry skills.
- Previous exposure to fleet management or logistics is an advantage but not mandatory.

REQUIRED SKILLS & COMPETENCIES

- Good organizational and coordination skills.
- Strong attention to detail and accuracy.
- Good communication and interpersonal skills.
- Ability to maintain accurate records.
- Basic analytical and problem-solving skills.
- Good knowledge of Microsoft Excel.
- Ability to multitask and prioritize activities.
- Ability to work under minimal supervision.
- Team-oriented and willing to learn.
- High level of integrity and accountability.
- Proactive approach to work.