JOB DESCRIPTION:
Terms of Reference for Fleet Management Consultancy
Background
Established in 2006, MSI Reproductive Choices Ghana (MSIG) is an affiliate of MSI Reproductive Choices and one of the leading providers of Sexual and Reproductive Health (SRH) services in Ghana. MSIG complements the Ministry of Health by providing quality, affordable healthcare services across the country.
MSIG operates across multiple locations nationwide and maintains a fleet of vehicles to support program implementation, service delivery, outreach activities, and administrative operations. To strengthen fleet efficiency, accountability, cost-effectiveness, and asset management practices,
MSIG seeks to engage a qualified Fleet Consultant to conduct a comprehensive fleet assessment and provide recommendations for optimization.
Purpose of the Assignment
The purpose of this consultancy is to assess the current state of MSIG’s fleet operations and provide practical recommendations to improve fleet utilization, maintenance controls, fuel management, and overall asset management efficiency.
Specific objectives include:
Scope of Work
The Consultant will be responsible for the following:
• Conducting a comprehensive audit and verification of all fleet assets.
• Assessing vehicle utilization, and operational condition.
• Identifying underutilized, obsolete, or non-performing vehicles.
• Providing recommendations for integrating fuel monitoring into the existing vehicle tracking. Providing recommendations to improve fleet management efficiency, accountability, and cost control.
• Reviewing and updating fleet management manuals, processes, and procedures.
• Conduct a full audit and physical verification of all MSIG fleet assets.
• Evaluate the physical and mechanical condition of vehicles.
• Identify underutilized, damaged, or obsolete vehicles and provide recommendations for disposal.
• Identify gaps, risks, and inefficiencies within current fleet management practices.
• Suggest practical and cost-effective fuel usage monitoring and tracking systems for fleet operations.
• Recommend suitable methods for integrating fuel monitoring into the existing vehicle tracking system.
• Submit a comprehensive final report with findings, recommendations, and proposed action plans.
REQUIRED SKILLS:
Qualification and Experience
The Consultant should demonstrate the following:
Conflict of Interest and Confidentiality
Duration of Contract
Deliverables
The Consultant shall provide:
Terms and Conditions
Evaluation Criteria
• A degree in Transport Management, Mechanical Engineering, Logistics, Business Administration, or a related field.
• At least 10 years’ experience in fleet management, transport operations, or fleet consultancy assignments.
• Demonstrated experience conducting fleet audits and operational assessments.
• Experience with fuel management systems and vehicle tracking technologies.
• Strong analytical, reporting, and stakeholder engagement skills.
• Experience working with multi-site organizations is an added advantage.
• Knowledge of vehicle maintenance systems and asset management practices.
• The Consultant shall treat all MSIG matters, contents, or materials obtained during the assignment as strictly confidential and shall not disclose any information without prior written consent from MSIG, unless required by law.
• The Consultant shall disclose any actual or potential conflict of interest prior to commencement of the assignment.
• The assignment is expected to be completed within three (3) weeks from the date of contract signing.
• Inception report and workplan.
• Fleet audit and verification report.
• Vehicle utilization and condition assessment report.
• Recommendations on disposal of obsolete or underutilized vehicles.
• Recommendations on fuel monitoring and tracking systems integration.
• Updated fleet management manual, including revised processes and procedures
• Final consultancy report with actionable recommendations.
• MSIG reserves the right to reject any or all proposals or to accept any proposal considered in the best interest of the organization.
• MSIG reserves the right to negotiate terms of the proposal upon review.
• MSIG shall not be held liable for any errors or omissions in any part of this TOR. The information contained herein is supplied solely as a guideline and is not guaranteed to be exhaustive, accurate, or comprehensive.
• The proposals submitted will be evaluated based on both technical and financial considerations.
• The assessment will include:
• Technical approach and methodology
• Relevant experience in similar assignments
• Qualifications and competence of proposed team members
• Understanding of the assignment and deliverables
• Financial competitiveness and value for money
• The technical proposal will carry a higher weighting compared to the financial proposal to ensure quality and suitability of the selected consultant.
HOW TO APPLY:
How To Apply
Submission of Applications
Applicants are required to submit the following documents as part of their application:
A detailed Technical Proposal outlining their understanding of the assignment, methodology, work plan, and timelines
A Financial Proposal clearly indicating all costs associated with the assignment
Curriculum Vitae (CVs) of key personnel to be involved in the assignment
Evidence of similar past assignments, including references, contracts, or samples of relevant work
Applications should be submitted to: [email protected]
Submission Deadline:12th June 2026
Qualifications
Bachelor’s Degree
Experience Required
10 years
