MULAGO-MBARARA TEACHING HOSPITALS JOINT AIDS PROGRAM

GUIDELINES FOR THE USE OF MJAP VEHICLES

I. Purpose. To provide an efficient transport management system to the MJAP

staff.

II. Applicability. These guidelines apply to all MJAP staff .

III. Definitions:
A. Transport or transportation is the efficient & effective movement of people and
goods from one place to another for officially authorized duties that support the
program’s mission and related items. The in charge transport is responsible for
the day to day management, security of the vehicles and related items.

B. Core Responsibilities Transport Officer.

The transport officer shall be responsible for:

• Allocating transport to all MJAP staff that request for it.
• Issue fuel vouchers to the drivers as per the mileage and travel requirements
of the vehicles.
• Issue & monitor fuel vouchers to program staff as per the program allocations
of fuel.
• Ensure that all the program’s vehicles are fully covered with the appropriate
insurance policy by a reputable insurance firm.
• Ensure that all vehicles are serviced & repaired on time at an appropriate
garage as shall be agreed upon from time to time by the program
management.
• Monitor program drivers
• Make sure that drivers have monthly parking tickets for the appropriate
locations.
• Ensure that program vehicles are parked at the gazeted places daily and the
keys handed over to the designated people.
• Liaise with the drivers to ensure that their road licenses are renewed on time.
• Handle all transport related issues related to the program.

C. Core Responsibilities Drivers

• Ensure safety of all the materials allocated to them

• Drivers should ensure that program vehicles are kept tidy at all times.
• Make sure that they have monthly parking tickets
• Ensure that unauthorized materials are not carried in the program vehicles.
Unauthorized materials refer to all materials that are not used for the
program’s activities. The driver is answerable if such an incidence occurs.
• Each driver is responsible for the vehicle allocated to him daily therefore
switching cars should be done after authorisation.

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• It’s the responsibility of the driver to return to the duty station after
accomplishing the task that has been allocated to him. A driver caught
dodging work will be penalized.
• A driver wishing to use the program vehicle for personal reasons should seek
permission otherwise they will be held accountable for any damages.
• Drivers shall not deal directly with staff. Program staff will be transported at
the authorization of the transport officer
• Drivers shall ensure that they have a valid driving permit.
• Drivers should ensure safety of items entrusted to them.
• It’s the driver’s responsibility to ensure that the vehicle entrusted to them is in
good working condition.

D. Rules governing the use of MJAP Vehicles

• Use of MJAP vehicles is restricted to MJAP staff unless otherwise authorised.
• The vehicles are to be driven by the program’s appointed drivers at all times.
In the absence of the program driver, an approved person may drive a
program vehicle after permission from the program manager.
• A vehicle may only be operated in accordance with the manufacturers
instructions.
• Vehicles must not be used for private purposes except if permission is sought
from the program manager.
• Vehicle log must be completed each time a vehicle is used.
• Abuse of drugs is prohibited while driving or in a program vehicle.
• Any MJAP staff intending to travel must communicate in advance so that the
travel arrangement is organized.
• Except for emergency circumstances, all travel must be approved by the
transport officer before departure and a brief report for long distances should
be written by the staff being transported.
• Priority for the use of program vehicles shall be given to staff members who
are not entitled to fuel.
• Staff members who get fuel may use the vehicles in exceptional
circumstances after seeking permission

GUIDELINES FOR MJAP VEHICLE SERVICING, MAINTENANCE & REPAIR

A. Procedure Service & Repair:

• The program drivers should report all maintenance requirements to the
transport officer who physically inspects the device.
• On approval, the officer managing transport will write out a request for
quotation to only pre-qualified garages.
• On satisfaction with the quotations, the transport officer liases with the
procurement officer to ensure an order form is issued to the pre-qualified
garage that authorizes the driver to go ahead & take the vehicle for servicing.
• After maintenance the garage owner sends a tax invoice for payment

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Accidents
• Must be immediately reported to the police by the driver of the vehicle.
• After, the accident must also be immediately reported to the transport officer
who will in turn inform the Administrator.
• The Administrator will then send the relevant documents to the insurance firm
to initiate the claim process.