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Pool Vehicle Management

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Create Your Account

Create Account

Complete all 4 steps to register

Step 1 — Personal Information

First Name *

Last Name *

Work Email *

Department *

Step 2 — Driving Licence

Licence Number *

Issue / Renewal Date

Expiry Date *

⚠ If your licence is expired you will not be able to book vehicles until HR verifies a renewal.

Upload Licence Photo / Scan *

Click or drag & drop your licence photo

JPG, JPEG, PNG, HEIC or PDF — max 10MB

Step 3 — Set Password

Password *

Confirm Password *

Step 4 — Terms & Conditions

Please read the IGNITE Energy Access Kenya Vehicle & Motorcycle Use Policy before creating your account.

INTRODUCTION

The objective of this Motor Vehicle Policy is to ensure that IEA_K's motor vehicles are procured, utilised, controlled and managed in ways that optimise support to the organisation's operations. The IEA_K vehicle fleet will be under Human Resources oversight.

GENERAL GUIDELINES

Every IEA_K motor vehicle shall have a travel logbook, filled daily and/or as per trip.
Pool Motor Vehicles must be authorised by the Head of HR before leaving the parking bay.
All drivers must have a valid official government driving licence on file.
Conduct walk-around inspections before driving each day, noting any defects.

POOL MOTOR VEHICLE

Request must be placed at least two working days in advance.
Pool Cars must be parked by 6:30 PM or sunset, whichever is earlier.
Staff using a pool car for private travel must meet the cost of additional fuel.

COMPLIANCE GUIDELINES

No driving under the influence of alcohol or prohibited drugs — offenders face summary dismissal.
Smoking and use of mobile phones is prohibited while driving.
Conform to all traffic laws, signs, and markings at all times.
Speed limits: 50 km/h in cities; 100 km/h highway (sedan); 80 km/h highway (van).
All passengers must wear seatbelts at all times.
IEA_K shall be indemnified from fines arising from driver carelessness.

MAINTENANCE GUIDELINES

Vehicles must be serviced every 5,000 kilometres.
Report maintenance issues to the Head of HR (pool cars) or Sales Operations (field vehicles).
Any collusion with mechanics for fraudulent repairs will result in termination.

HEALTH AND SAFETY

All vehicles must carry: first aid kit, fire extinguisher, spare tyre, jack, jumper cables.
Drivers impaired by illness, fatigue, injury, or medication must not operate company vehicles.
In the event of an accident: remain calm, assess safety, call police, do not admit liability.

UNAUTHORISED USE

Only IEA_K staff and authorised persons may ride in company vehicles.
Vehicles must not be used for personal errands, racing, or driving lessons.
Movement outside designated geographical zones requires Head of Department approval.

FUEL & CARD MANAGEMENT

Each vehicle has its own fuel card — use exclusively for that vehicle.
Maintain at least half a tank at all times (three-quarters during shortages).
Any fuel fraud (siphoning/collusion) results in immediate termination.

DEDUCTIONS & DISCIPLINARY

Misuse of resources or accidents caused by negligence will result in disciplinary action, including payroll deductions. Gross misuse may result in dismissal.

DECLARATION

By creating an account, I confirm that I have read and understood the contents of the Vehicle and Motorcycle Use Policy and agree to abide by all its provisions.

I have read and fully understand the IGNITE Vehicle & Motorcycle Use Policy. I agree to comply with all its terms and conditions.

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Pool Vehicle Management

Fleet Availability

Real-time vehicle status — click Book to request a car

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My Bookings

Your active and recent car requests

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Pool Car Request & Handover

P.O. Box 40553-00100, Nairobi | Fill all sections before handing over the vehicle

Booking Reference (if pre-booked)

Vehicle Registration No. *

Odometer Reading (km)

Vehicle Make / Type *

Chassis No.

Handover Date *

Purpose of Trip *

External Vehicle Condition

Inspect the outside of the vehicle before handover

✓

Satisfactory / Available

✕

Defective / Missing

—

Not Applicable

Item	Status	Comment

Vehicle Interior

Check all interior items and equipment

✓

Satisfactory / Available

✕

Defective / Missing

—

Not Applicable

Item	Status	Comment

Others — Fluids & Mechanical

Check engine fluids and mechanical condition

✓

Satisfactory / Available

✕

Defective / Missing

—

Not Applicable

Item	Status	Comment

Function Checks Before Journey

Start the vehicle and verify all systems are operational

✓

Satisfactory / Available

✕

Defective / Missing

—

Not Applicable

Item	Status	Comment

All the items above have been checked and any defects and omissions reported.

Signatures & Authorisation

All parties must sign to complete the handover

Handed Over By

Full Name *

ID Number *

Date

Signature *

Sign here

Draw signature with mouse or finger

Delivered To

Full Name *

ID Number *

Date

Signature *

Sign here

Draw signature with mouse or finger

Witnessed By

Full Name

ID Number

Date

Signature

Sign here

Draw signature with mouse or finger

✅

Handover Completed!

The vehicle checklist has been successfully completed and recorded.

REF: VHC-000000

Admin Panel

🚗 Fleet

📋 Bookings

👥 Users

🛡️ Insurance

Fleet Registry — All Vehicles

Reg No.	Make/Model	Year	Status	Current KM	Insurance Expiry	Actions
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All Booking Requests

Ref	Date	Vehicle	Staff	Purpose	Days	Status	Actions
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Staff Accounts & Licences

Name	Email	Dept	Licence No.	Expiry	Verified	Rating	Actions
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Insurance Status — All Vehicles

Vehicle Return Documentation

① Re-Authenticate

② Return Details

③ Condition Report

④ HR Notification

For security, please confirm your identity before logging a vehicle return. This ensures the return is properly attributed to you and notified to HR.

Confirm Your Identity

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Vehicle Handover Reports

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Total Records

0

Unique Vehicles

0

No Issues

0

Had Issues

REF	Date	Reg No.	Make / Type	Odometer	Handed Over By	Delivered To	Status