Our Guiding Principles
Underpinning every policy, procedure, and tool in this kit are five core principles. They are the “why” behind the “how” of effective and responsible NGO fleet management.
1. Accountability & Transparency
Ensuring every resource is used responsibly, with clear records and verifiable oversight.
- In practice, this means:
- Maintaining accurate and complete records for every journey, fuel fill, and maintenance action.
- Defining clear roles and responsibilities for drivers, managers, and logistics staff.
- Conducting regular internal audits to ensure compliance and identify gaps.
- Providing transparent reports to donors and stakeholders on fleet performance and costs.
2. Efficiency & Value for Money (VfM)
Achieving your mission’s goals in the most economical way, without compromising quality or safety.
- In practice, this means:
- Implementing smart journey planning to consolidate trips and optimize routes.
- Prioritizing preventive maintenance to avoid costly breakdowns and extend vehicle life.
- Monitoring fuel consumption and vehicle performance to identify and address inefficiencies.
- Using data to make informed decisions about vehicle selection, replacement, and allocation.
3. Safety & Security
Placing the well-being of your people and the security of your assets above all else.
- In practice, this means:
- Mandating comprehensive driver training, including defensive and context-specific driving techniques.
- Enforcing regular vehicle safety checks (e.g., daily inspections) and adherence to traffic laws.
- Establishing robust communication protocols and journey risk assessments for all movements.
- Ensuring secure parking, asset tracking, and clear procedures for accidents and incidents.
4. Sustainability (Operational & Environmental)
Building systems that last while minimizing your environmental footprint.
- In practice, this means:
- Promoting fuel-efficient driving habits and maintaining vehicles to reduce emissions.
- Establishing procedures for the responsible disposal and recycling of vehicles, parts, and fluids.
- Considering greener vehicle options where context and budget allow.
- Building local capacity to ensure that fleet management systems can be maintained effectively over the long term.
5. Adaptability & Contextualization
Recognizing that the best system is one that is tailored to your specific local reality.
- In practice, this means:
- Using this kit as a guide and a template—not a rigid set of unbreakable rules.
- Critically assessing and modifying procedures to fit local laws, security situations, and infrastructure.
- Choosing the right tier and tools for the local environment, especially regarding internet connectivity.
- Fostering a culture of continuous learning and adapting practices based on real-world field experience.
By weaving these principles into the DNA of your operations, you transform your fleet from a simple utility into a powerful strategic enabler of your organization’s mission.