Company Overview

Alistair Group is one of East and Southern Africa’s fastest-growing service companies, providing a variety of self-delivered logistics solutions across several geographies, aimed with the vision to Make Africa Work Better! With core competencies in road freight, warehousing, commodity trading and operational hire of material handling equipment, the Group strives for continuous expansion of innovative ancillary services to grow the business vertically, complimented by a healthy dose of entrepreneurial flair. The business has gone from strength to strength, growing quickly in both its geographical coverage and variety of services offered to clients. In 2024, the Group exceeded the 1000-employee mark and managed a fleet of well over 1000 trucks. With Alistair’s aggressive and exciting growth strategy, the Group is poised for significant further expansion and a greater impact in Africa.

Core Services:

• Freight Forwarding
• Clearance & Forwarding
• Energy Industry Support Services
• Equipment Rental
• Commodity Trading
• Integrated Solutions
• Warehousing
• Ocean Freight

Industries:

• Mining
• Oil & Gas
• Agriculture
• Construction
• Explosives
• Renewables

Vision

To be known as the Company that makes Africa work better.

Company Behaviours

Honesty, Customer Focus, Continual Improvement, Humility, and Safety.

Position Overview:

The Fleet Manager is responsible for overseeing the daily operations of a large fleet of vehicles, ensuring smooth and efficient transportation services. This role involves managing fleet status, addressing operational issues, ensuring compliance with safety protocols, and maintaining communication with drivers and clients. The Fleet Manager must analyze data to enhance fleet performance, optimize transit times, and uphold high standards for documentation and reporting.

Key Responsibilities:

Fleet Status Management & Operational Oversight:

• Maintain accurate real-time data on truck locations, status, and remarks in fleet management systems (e.g., Smartsheet)
• Handle operational escalations related to cargo delays, breakdowns, or other issues, ensuring timely communication with the Client Liaison and other stakeholders
• Manage proof of delivery (POD) documentation, ensuring all PODs are uploaded to the repository within 48 hours of ofloading

Documentation & Trip Management:

• Ensure timely creation and closure of trips for all dispatched vehicles, avoiding cancellations or delays in documentation
• Verify the availability and functionality of required documents for transporters, particularly after cargo is dispatched from loading sites
• Ensure import/export requests (ITE) are raised promptly and IT tickets are logged for system-related issues

Process Adherence & Protocols:

• Enforce adherence to safety and convoy protocols, promptly escalating risks and delays to the management team
• Ensure all trucks maintain accurate and current information, especially regarding pre-alerts for cross-border cargo, avoiding clearance penalties

Communication & Coordination:

• Establish and maintain daily communication with drivers to track progress and address issues
• Collaborate closely with border teams and administrative staff to resolve delays in clearance, document processing, and other operational challenges
• Send pre-alerts for DRC-bound cargo, ensuring all steps are taken for seamless border crossings and document readiness

Data Analysis & Continuous Improvement:

• Analyze data from fleet operations to identify inefficiencies, delays, and areas for improvement
• Implement strategies to optimize transit times, minimize delays, and improve communication channels
• Utilize feedback from management and clients to refine processes and elevate performance standards

Fleet Management Growth & Supervision:

• Oversee and manage an expanding fleet, increasing from 20 trucks under close supervision during onboarding to 100 trucks with minimal supervision by the end of the probation period
• Ensure timely execution of critical tasks such as trip creation, document uploads, and ITE/pre-alert management as fleet responsibilities increase

Compliance & Safety:

• Strictly adhere to convoy and safety protocols, ensuring all deviations are reported immediately
• Ensure compliance with all regulatory requirements, including necessary export and warehouse documentation

Qualifications:

• Proven experience in fleet management, preferably in the logistics or transportation industry

Skills:

• Strong organizational and multitasking skills
• Proficiency with fleet management software (e.g., Smartsheet)
• Ability to analyze operational data and implement performance improvements
• Excellent communication and interpersonal skills, with the ability to liaise between teams and clients
• Knowledge of cross-border transport regulations and documentation requirements
• Problem-solving abilities to handle operational escalations

• Maintain accurate real-time data on truck locations, status, and remarks in fleet management systems (e.g., Smartsheet)
• Handle operational escalations related to cargo delays, breakdowns, or other issues, ensuring timely communication with the Client Liaison and other stakeholders
• Manage proof of delivery (POD) documentation, ensuring all PODs are uploaded to the repository within 48 hours of ofloading
• Ensure timely creation and closure of trips for all dispatched vehicles, avoiding cancellations or delays in documentation
• Verify the availability and functionality of required documents for transporters, particularly after cargo is dispatched from loading sites
• Ensure import/export requests (ITE) are raised promptly and IT tickets are logged for system-related issues
• Enforce adherence to safety and convoy protocols, promptly escalating risks and delays to the management team
• Ensure all trucks maintain accurate and current information, especially regarding pre-alerts for cross-border cargo, avoiding clearance penalties
• Establish and maintain daily communication with drivers to track progress and address issues
• Collaborate closely with border teams and administrative staff to resolve delays in clearance, document processing, and other operational challenges
• Send pre-alerts for DRC-bound cargo, ensuring all steps are taken for seamless border crossings and document readiness
• Analyze data from fleet operations to identify inefficiencies, delays, and areas for improvement
• Implement strategies to optimize transit times, minimize delays, and improve communication channels
• Utilize feedback from management and clients to refine processes and elevate performance standards
• Oversee and manage an expanding fleet, increasing from 20 trucks under close supervision during onboarding to 100 trucks with minimal supervision by the end of the probation period
• Ensure timely execution of critical tasks such as trip creation, document uploads, and ITE/pre-alert management as fleet responsibilities increase
• Strictly adhere to convoy and safety protocols, ensuring all deviations are reported immediately
• Ensure compliance with all regulatory requirements, including necessary export and warehouse documentation

• Strong organizational and multitasking skills
• Proficiency with fleet management software (e.g., Smartsheet)
• Ability to analyze operational data and implement performance improvements
• Excellent communication and interpersonal skills, with the ability to liaise between teams and clients
• Knowledge of cross-border transport regulations and documentation requirements
• Problem-solving abilities to handle operational escalations

• Proven experience in fleet management, preferably in the logistics or transportation industry