Tupande Transport and Dispatch Senior Supervisor at One Acre Fund

About the Role

• Seeking an operational leader with 2-3 years experience to direct fleet, dispatch, and vendor operations at Tupande, driving safety, cost optimization, and team performance.

Responsibilities

Fleet & Dispatch Operations

• Oversee daily internal and third-party transport operations, ensuring high standards of service, efficient request fulfillment, and optimal vehicle maintenance.
• Review staff taxi requests for accuracy and tracking data to optimize driver assignments and reduce costs.
• Coordinate internal vehicle and driver allocation to meet staff transportation needs effectively.
• Maintain the taxi vendor database and serve as the primary point of contact for feedback and operational issue resolution.
• Utilize Fleet Management System (FMS) tools to track fleet utilization, manage assignments, and achieve established KPIs.
• Ensure professional and timely communication of trip and driver details to staff and vendors, optimizing routes to reduce overall trip costs.

Request Management

• Review staff taxi requests for accuracy and unique tracking data, following up on manager approvals to ensure compliance.
• Assign drivers efficiently by balancing routes and assignments to optimize vehicle use and minimize overall trip costs.
• Ensure professional and timely communication of trip and driver details to both staff and vendors.

Safety, Compliance, and Quality Control

• Coordinate and track weekly safety inspections for the Tupande fleet and quarterly safety checks for all third-party taxi vehicles to ensure they are roadworthy and compliant.
• Ensure total fleet compliance with safety regulations and organizational standards, including insurance, RSL, and speed governors.
• Implement safety protocols for vehicle inspections, driver behavior, and trip management to mitigate risks and enhance safety.

Cost Control

• Verify, review, and reconcile all transport-related receipts and payments against approved requests, flagging discrepancies or high costs.
• Maintain accurate, up-to-date taxi and fleet cost-tracking sheets to ensure data integrity.
• Generate weekly cost summaries for budget holder approval and process all transport payments, including maintenance, fuel, and vendor contracts.
• Submit validated payment documents to leadership for final approval, ensuring adherence to payment SLAs.
• Utilize Fleet Management System (FMS) tools to monitor expenditures, detect anomalies, and implement fraud mitigation strategies.

Process Improvement and Team Management

• Identify areas to reduce transport inefficiencies, eliminate duplicate workflows, or improve communication flows.
• Provide strategic feedback to improve the taxi dispatch system, fleet allocation, and overall transport protocols to better manage operational spend.
• Manage, mentor, and develop the Senior Transport Officers to build a high-performance culture.
• Identify and facilitate professional growth and development opportunities for direct reports

Career Growth and Development

• We have a strong culture of constant learning and we invest in developing our people. You’ll have weekly check-ins with your manager, access to mentorship and training programs, and regular feedback on your performance. We hold career reviews every six months, and set aside time to discuss your aspirations and career goals. You’ll have the opportunity to shape a growing organization and build a rewarding long-term career.

Qualifications

Across all roles, these are the general qualifications we look for. For this role specifically, you will have:

Technical Skills:

• Fleet Management Systems (FMS): Advanced proficiency in tools to monitor fleet, track utilization, and generate operational reports.
• Workflow Management: Demonstrated ability to handle multi-step approval flows, driver assignments, and precise document tracking.
• Google Suite: Proficiency in Google Sheets to reconcile transport expenses, verify receipts, and maintain accurate cost-tracking logs.
• Expense Management & Reporting: Experience with verifying transport invoices, maintaining accurate cost records, and ensuring financial accuracy for department budgets.
• Budget Coordination: Ability to track and reconcile transport costs, verify receipts, and flag discrepancies to ensure spending stays within guidelines.
• Stakeholder Coordination: Strong communication skills to manage internal staff requests, external vendor relationships, and team leadership.

Knowledge and Understanding

• Compliance & Safety: Comprehensive understanding of transport regulations, safety standards, and insurance protocols.
• Budgetary Control: Knowledge of financial validation processes, anomaly detection, and fraud mitigation strategies.
• Operational Agility: Ability to manage high-volume, time-sensitive logistical requests and urgent operational escalations.