The Cash Van Fleet & Logistics Officer is responsible for coordinating and overseeing the administrative, logistical, and fleet-related activities of the central and outstation cash vans. The role ensures vehicle availability, proper maintenance, regulatory compliance, safety, cost control, and effective coordination with drivers, suppliers, garages, government authorities, and internal departments.

Responsibilities:
• Coordinate and follow up on routine and preventive vehicle maintenance, including oil changes, tires, mechanical repairs, washing, and other servicing requirements
• Conduct regular physical inspections and spot checks to ensure vehicles are maintained in good operating condition
• Coordinate vehicle handovers and manage the availability and allocation of spare/replacement vans during servicing or breakdowns
• Monitor vehicle locations via GPS tracking and track weekly mileage (KM) to control overall fuel consumption
• Coordinate body insulation updates (e.g., temperature-controlled modifications with vendors like Halawani) and direct any specialized technical modifications
• Ensure timely renewal of all vehicle registrations, commercial transport licenses, mechanic certificates, permits, and other required documentation
• Ensure timely renewal of all vehicle registrations, commercial transport licenses, mechanic certificates, permits, and other required documentation
• Coordinate and follow up on payments and procedures with the Vehicle Registration Department and other relevant authorities
• Maintain an up-to-date tracker of all vehicle licenses, permits, insurance policies, and expiry dates
• Coordinate with the Insurance responsible person regarding annual vehicle insurance renewals and ensure valid insurance documents are available in each vehicle
• Monitor and follow up on traffic violations, fines, and related administrative procedures until cleared.
• Conduct regular spot checks on central and outstation vans to verify vehicle condition, documentation, fire extinguishers, first-aid kits, and other required safety equipment
• Ensure that any compliance or safety deficiencies identified during inspections are properly followed up and resolved
• Source and obtain quotations from approved garages, tire suppliers, vehicle suppliers, and other fleet-related vendors
• Compare quotations and provide recommendations based on cost, quality, service, and lead time
• Negotiate with suppliers, within the authorized limits, to obtain competitive pricing and favorable terms
• Coordinate vehicle repairs, maintenance, modifications, and other services with external suppliers
• Monitor supplier performance and escalate recurring service or quality issues
• Maintain proper records of quotations, approvals, purchase orders, invoices, and supplier-related documentation
• Coordinate vehicle branding and rebranding requirements with Marketing and approved advertising agencies
• Coordinate required permits and administrative procedures with the Vehicle Registration Department
• Follow up on vehicle delivery, installation, inspection, and completion of branding works
• Ensure that branding and vehicle modifications comply with applicable legal and Company requirements
• Ensure timely and accurate recording of vehicle maintenance, fuel consumption, mileage, invoices, repairs, and other fleet-related information in VFM
• Maintain accurate and up-to-date fleet records for all central and outstation vans
• Prepare monthly fleet reports covering maintenance costs, fuel consumption, mileage, vehicle availability, downtime, and other relevant KPIs
• Analyse fleet data and highlight unusual costs, excessive fuel consumption, repeated breakdowns, or other areas requiring attention
• Provide the Finance and Accounting teams with the required fleet-related information and supporting documentation
• Conduct regular field visits and spot checks of central and outstation cash vans
• Verify compliance with fleet, safety, documentation, and operational requirements
• Document findings and ensure corrective actions are followed up and closed
• Investigate and document fleet-related incidents, including accidents, theft/loss of goods, major breakdowns, or other unusual occurrences
• Coordinate with relevant internal departments, insurance providers, garages, and external authorities following accidents or major incidents
• Maintain proper records of incidents and follow up on required corrective or preventive actions
 
Qualifications:
• Bachelor degree or Professional Certification in related fields
• 3 to 5 years of related experience
• Experience with fleet management/GPS systems is an advantage
• Good knowledge of basic automotive mechanics, vehicle maintenance and spare parts
• Strong organizational, coordination, and follow-up skills
• Good negotiation and supplier management skills
• Strong problem-solving and decision-making abilities
• Excellent attention to detail a