Fleet Maintenance Planner and Controller

Role overview

The Fleet Maintenance Planner and Controller will be responsible for coordinating and supervising the company’s fleet repair and maintenance activities. This role focuses on keeping vehicles safe, reliable, compliant, and available at the lowest practical cost while supporting continuous improvement across fleet operations.

What you will do

• Promote a strong safety mindset and sustainability awareness across the organization.
• Lead with example, establish clear follow-up routines, and strengthen reporting discipline.
• Build stronger safety culture by working closely with stakeholders.
• Design maintenance procedures and make sure they are applied correctly.
• Prepare integrated maintenance plans covering routine service, preventive maintenance, major and minor repairs, overhauls, special assignments, and related work.
• Develop planning systems and maintain historical records to estimate labor, materials, supplies, and other resource needs.
• Identify limits on resources and adjust priorities and schedules based on analysis.
• Plan, coordinate, and monitor all repair and maintenance work.
• Run the weekly maintenance planning cycle, including prioritizing tasks, scheduling work with user departments, and reviewing work order completion.
• Ensure vehicles are returned to service quickly and at minimal cost.
• Check that maintenance work follows approved work orders and required standards.
• Review incoming maintenance requests, assess the need for work, and approve work orders.
• Supervise service providers and verify the quality of completed jobs.
• Work with garage supervisors, mechanics, facility managers, and other stakeholders to execute plans effectively.
• Authorize payment only after confirming the maintenance work was completed as required.
• Set up and oversee a tire management system and enforce compliance with standards.
• Monitor suppliers to ensure they follow the maintenance program and deliver effective preventive and corrective maintenance.
• Respond to vehicle breakdowns according to the corrective maintenance response plan.
• Maintain fleet records such as job orders, maintenance history, and root cause failure analysis documentation.
• Keep procedures, manuals, and documentation current and ensure required trainings are completed on time.
• Develop and manage performance review and job progression programs for the fleet department.
• Inspect fleet assets to identify issues and drive corrective action.
• Provide technical guidance on fleet management, procurement, and maintenance to internal users and functions.
• Manage suppliers and support their capability development.
• Communicate and evaluate service provider performance.
• Analyze fleet breakdown trends to anticipate replacement needs.
• Identify solutions to reduce fleet maintenance costs while maintaining high availability.
• Contribute to improvements in fleet management processes across the organization.
• Review expense reports, flag unnecessary spending, and perform cost analysis.
• Check supplier invoices and make sure payments are processed on time.
• Prepare monthly accrual reports.
• Track insurance-related expense claims and follow up to settlement.
• Ensure effective tire management, including tire management system implementation and re-treading.
• Lead cost-improvement initiatives.
• Implement loss and cost maintenance measures and establish PDCA-based processes.
• Assess fleet condition and create restoration plans to eliminate recurring losses.
• Support stronger standards for safety, process, and quality while ensuring compliance.
• Introduce structured breakdown analysis and reduction practices.
• Monitor the effect of preventive maintenance activities and support corrective measures.
• Maintain the effectiveness and relevance of fleet processes, controls, and systems.
• Drive improvements that remove abnormalities and build maintenance skills through training.
• Ensure best practices, corrective actions, and improvement actions are put in place.
• Provide input for DCS where needed and make sure data collection is accurate.
• Serve as the key user for the fleet management system and GPS tracking system.
• Report fleet KPIs and escalate out-of-control indicators and key concerns to management.
• Track year-to-date and forecasted costs for maintenance, personnel, assets, and fuel.
• Maintain visibility on the main cost drivers of the fleet department, including fuel, tires, repairs and maintenance, depreciation, and downtime.
• Ensure fleet reports are prepared on time, accurate, and high quality before distribution.
• Support driver recruitment and development.
• Design and roll out driver training and refresher programs to strengthen skills.
• Contribute to fleet team development.
• Perform any other tasks assigned by the line manager.

Additional information

Job grade: 10

Work location: Head Office, Addis Ababa, Ethiopia

Application closing date: June 23, 2026

Requirements

The ideal candidate should have a university degree in mechanical engineering, automotive engineering, or a closely related field, along with 3 to 4 years of relevant experience in auto mechanics or a similar area.