Dispatch Supervisor

Project: Provision of Third-Party Contract for

Repair, Maintenance and Fleet Management Services

1. Job Purpose

To supervise and coordinate the dispatch of vehicles and

equipment, ensuring timely deployment, effective utilization, accurate dispatch

records, and operational readiness across designated project locations. The

Dispatch Supervisor will coordinate with fleet management, drivers, operators,

and workshop teams to ensure that only serviceable assets are deployed and that

dispatch activities support uninterrupted operations.

2. Key Responsibilities

A. Dispatch Operations and Coordination

• Coordinate
  

  and supervise the daily dispatch of vehicles and equipment in line with
  

  operational requirements.
  

• Organize
  

  and monitor the allocation and deployment of available fleet assets.
  

• Ensure
  

  timely mobilization and release of vehicles and equipment to the required
  

  operational locations.
  

• Coordinate
  

  dispatch activities with drivers, equipment operators, fleet management
  

  personnel, and relevant operational teams.
  

• Monitor
  

  dispatch schedules and follow up on delays, cancellations, and changes in
  

  deployment requirements.
  

• Support
  

  the coordination of emergency and priority dispatch requests.
  

B. Fleet Readiness and Asset Availability

• Verify
  

  the availability and operational serviceability of vehicles and equipment
  

  before dispatch.
  

• Coordinate
  

  with workshop personnel to confirm repair status, maintenance
  

  requirements, and asset readiness.
  

• Ensure
  

  that defective or unserviceable vehicles and equipment are not released
  

  for deployment.
  

• Monitor
  

  asset availability and utilization to support operational efficiency and
  

  minimize avoidable downtime.
  

• Escalate
  

  breakdowns, delays, and other issues affecting dispatch and fleet
  

  availability.
  

C. Fleet Tracking and Information Management

• Use
  

  the designated fleet management and dispatch systems, including Carlog, to
  

  monitor asset movements and maintain visibility of dispatched vehicles and
  

  equipment.
  

• Ensure
  

  dispatch information is accurately recorded and updated.
  

• Maintain
  

  dispatch registers, movement records, deployment schedules, and other
  

  relevant operational documentation.
  

• Track
  

  the status of dispatched assets and follow up on outstanding movements or
  

  delays.
  

• Support
  

  accurate reporting on fleet utilization, dispatch performance, and asset
  

  availability.
  

D. Supervision and Team Coordination

• Supervise
  

  dispatch activities and coordinate the daily work of assigned dispatch
  

  personnel.
  

• Communicate
  

  deployment instructions and operational requirements clearly to drivers
  

  and operators.
  

• Coordinate
  

  with fleet management and workshop teams to align dispatch priorities with
  

  asset availability and maintenance schedules.
  

• Ensure
  

  effective communication between dispatch operations and relevant project
  

  personnel.
  

• Report
  

  operational challenges and unresolved dispatch issues to the appropriate
  

  supervisor or manager.
  

E. Health, Safety and Compliance

• Ensure
  

  dispatch activities comply with applicable project procedures, operational
  

  instructions, and health and safety requirements.
  

• Confirm
  

  that vehicle and equipment release procedures are followed before
  

  deployment.
  

• Promote
  

  safe vehicle and equipment movements and responsible asset utilization.
  

• Report
  

  incidents, unsafe conditions, and operational irregularities through the
  

  established reporting channels.
  

• Support
  

  compliance with client requirements and the contractor’s operational and
  

  safety standards.
  

F. Reporting and Performance Monitoring

• Prepare
  

  routine dispatch reports and maintain accurate operational records.
  

• Monitor
  

  dispatch timeliness, asset availability, utilization, and outstanding
  

  deployment requests.
  

• Identify
  

  recurring dispatch delays and recommend corrective measures.
  

• Provide
  

  accurate information to support fleet management reporting and operational
  

  decision-making.
  

• Maintain
  

  proper documentation to support accountability, traceability, and
  

  performance monitoring.
  

3. Qualifications and Experience

• Relevant
  

  academic or technical qualifications in fleet operations, logistics,
  

  transport management, or a related field.
  

• Demonstrable
  

  experience in vehicle or equipment dispatch, fleet coordination, or
  

  transport operations.
  

• Experience
  

  supervising dispatch personnel and coordinating drivers or equipment
  

  operators.
  

• Familiarity
  

  with fleet tracking, dispatch systems, and operational record-keeping.
  

• Proficiency
  

  in preparing operational reports and maintaining accurate records.
  

• Good
  

  communication, coordination, organization, and problem-solving skills.
  

• Knowledge
  

  of vehicle serviceability checks and workplace health and safety
  

  procedures.
  

4. Key Working Relationships

The Dispatch Supervisor will coordinate with:

• Fleet
  

  Manager and other fleet operations personnel.
  

• Drivers
  

  and equipment operators.
  

• Workshop
  

  personnel and maintenance teams.
  

• Relevant
  

  sector-level supervisors and operational teams.
  

• Other
  

  project personnel involved in fleet deployment and reporting.
  

5. Expected Performance Outcomes

• Timely
  

  and coordinated dispatch of vehicles and equipment.
  

• Accurate
  

  and up-to-date dispatch and movement records.
  

• Effective
  

  visibility and tracking of dispatched assets.
  

• Deployment
  

  of serviceable vehicles and equipment.
  

• Improved
  

  fleet utilization and reduced avoidable dispatch delays.
  

• Effective
  

  coordination between dispatch, fleet management, and workshop operations.
  

• Compliance
  

  with project procedures and applicable safety requirements.
  

How to Apply: Interested

and qualified candidates should submit their CV via email to: rmbugua@raints.com