Key Responsibilities

• Planning, coordinating, and dispatching daily transportation schedules for drivers and vehicles.
• Monitoring real-time traffic, weather conditions, and road closures to adjust schedules as needed.
• Communicating with drivers to provide instructions, updates, and emergency support.
• Reviewing all relevant logbooks from the transportation and vehicle Maintenance Units to ensure all necessary protocols are observed.
• Tracking vehicle locations using GPS systems and updating stakeholders on ETAs.
• Coordinating transportation requests from IRTOs, ensuring timely vehicle availability for operational needs.
• Coordinating replacement vehicles and/or making alternative logistics arrangements in case of breakdowns and emergencies.
• Organizing the routine servicing and repair of GRA’s fleet of vehicles (pool, assigned to HODs, IRTOs, and special operations) with the Vehicles Maintenance Unit and other external service providers without disrupting operations.
• Verifying and approving vehicles are roadworthy before dispatch and confirming post-repair inspections are completed.
• Monitoring maintenance logs and ensuring compliance with preventive maintenance schedules.
•  Managing the activities of the Transportation Service and Vehicle Maintenance Unit, ensuring adherence to work plan commitments for the year of operation.
• Ensuring the fleet of drivers are compliant with GRA internal policies, Motor Vehicle, Road Safety Laws, and Regulations.
• Conducting staff briefings/debriefings and addressing performance issues as needed.
• Verifying that driver complete pre-trip and post-trip inspections accurately.
•  Overseeing driver schedules, ensuring compliance with work hours, rest periods, and company policies.
• Managing the handover procedures for shared pool vehicles and manage-assigned vehicles.
• Assisting the Manager in scheduling annual training for the staff of TS&VMU
• Assist the Manager in overseeing audits, insurance claims, and incident investigations related to fleet operations.
• Acting as the primary contact for transportation-related emergencies (e.g., accidents, breakdowns).
• Reporting critical incidents to the Transportation Manager and assisting in resolution.
• Implementing contingency plan for delays, routing, or last-minute changes.
• Investigating and resolving staff complaints related to driver conduct and service offered by the TSU.
• Identifying inaccuracies in routing, scheduling, or fleet utilization and recommend improvements.
• Collaborating with the Transportation Manager to implement cost-saving measures.
• Staying updated on industry trends, regulations, and technology advancements to maximize productivity of the unit.
• Generating daily/weekly reports on fleet status, delays, maintenance trends, and cost-saving opportunities.
• Collaborating with the Transportation Supervisor to streamline workflows and enhance service delivery.
• Assisting in budgeting and cost control for transportation operations.
• Performing other duties as assigned by the Transportation Manager.
• Any other related duties assigned.

Job Specifications

• Diploma in Accounting, Management, Logistics, or any other equivalent qualification, with a minimum of two (2) years of experience in dispatching/transportation coordination or logistics in a related field.
• Knowledge of GPS systems or logistics software.
• Knowledge of vehicle maintenance and fuel consumption optimization.
• Email and PC applications.
• Excellent customer service skills.
• Excellent oral and written communication skills.
• Strong organizational, problem-solving, and decision-making skills.
• Integrity, assertiveness, and ability to team oriented.