Business Support Assistant (Fleet Manager) G4
WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
ABOUT WFP
The
United Nations World Food Programme is the world’s largest humanitarian
agency fighting hunger worldwide. The mission of WFP is to help the
world achieve Zero Hunger in our lifetimes. Every day, WFP works
worldwide to ensure that no child goes to bed hungry and that the
poorest and most vulnerable, particularly women and children, can access
the nutritious food they need.
STANDARD MINIMUM QUALIFICATIONS
Education:
Completion of secondary school education. Having a Diploma or Degree in
Business Administration, Transport Management, Fleet Management will be
an added advantage.
Language: Fluency (level C) in English and Swahili languages.
ORGANIZATIONAL CONTEXT
The
Business Support Asssistant (Fleet Manager) is expected to produce
organised and accurate work, undertaking specific business support
activities and may offer guidance on standard practices to more junior
staff in their area of work.
JOB PURPOSE
To support effective delivery and maintenance of client-focused, value-for-money oriented quality fleet management practices.
KEY ACCOUNTABILITIES (not all-inclusive)
Under the overall guidance and direct supervision of the Administration Associate , the Fleet Manager will be responsible for:
- Supervise
and Monitor the performance of WFP LVs in the country to achieve
optimum utilisation, guide CO, and FOs on vehicle routing &
scheduling for effective, efficient, and safe LV fleet management in
line with WFP corporate policy and CO strategy. - Provide day to
day supervision to office drivers, ensure they perform the assigned
tasks as required, monitor drivers’ performance, vehicles cleanness and
readiness for missions and other duties. - Conduct analysis of
vehicle status and make recommendations for timely replacement,
including determining the size and type of vehicles in order to improve
cost-efficiency. - Ensure that vehicle repairs and preventive
maintenance are performed in accordance with the manufacturer
recommendations and WFP standards established to achieve maximum
reliability with minimum downtime and in cost effective manner. - Prepare
weekly and monthly maintenance schedule of all CO LVs and ensure
vehicle maintenance is carried out accordingly and vehicles are ready
for operation. - Prepare maintenance request work order from
drivers’ fault report, regular vehicle check and periodic preventive
maintenance schedule. - Ensure reliable maintenance service provider is maintained at all locations in the country.
- Ensure
that all vehicles have the appropriate insurance coverage, initiate,
and follow up on all claims with the local company as well as SIS
insurance policy.
KEY ACCOUNTABILITIES CONTINUED I
- Supervise
and Implement the CO/WFP corporate road safety policy and procedure
which includes, planning and supporting effective driver training
delivery to improve drivers’ safety performance, accident reporting and
investigation. - Ensure timely, accurate and complete fuel,
maintenance and other fleet management transaction data are entered in
the Fleet Management System (FMS) by the responsible staff in all
offices. - Prepare periodical report on Fleet management key
performance indicators such as operational cost performance, light
vehicle utilization including rental vehicles where applicable, safety
performance etc. - Organize systematic reconciliation of Fleet
Management System (FMS) Fuel consumption and vehicle maintenance records
and compare KPI against actual physical records on a monthly, quarterly
and annual basis. - Manage local third party and SIS insurance
and make sure that the renewals of all contracts and insurance policies
are affected timely. Be responsible for timely accident reporting and
accident management in accordance with WFP guidelines. - In coordination with Fleet Centre, work with all respective units to achieve and maintain optimum fleet size.
World Food Programme TZCO
- Provide
managerial oversight, monitor and ensure that all drivers and fleet
focal persons have the necessary training to carry out their duties in a
safe and professional manner; provide technical advice and assistance
to transport supervisors, and other fleet staff. - Produce reports
and information as required by the Organization promptly and on a
timely basis via FMS and Vehicle Tracking System (VTS). - Maintain
proper filing systems and archiving of vehicle documents so that they
may be retrieved promptly and efficiently when required. - Maintain
files for each vehicle that will contain the vehicle’s history such as:
procurement documentation, registration, insurance, assignment,
location, annual inspection reports, accident reports and maintenance
record. To ensure that the vehicle files, are kept up to date and all
documentation properly maintained. - Managing and administering the Carpooling Services to be provided by WFP to the Service Recipients (other UN Agencies).
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create
an “I will”/”We will” spirit: Tracks progress toward goals and shares
this information on a regular basis with supervisor.
Performance
- Encourage
innovation & creative solutions: Explores ways to consistently be
more efficient and accurate in own areas of work and shares new methods
of work with colleagues. - Focus on getting results: Focuses on
getting results and tracks trends in completion rates for own tasks to
identify opportunities for efficiency. - Make commitments and
make good on commitments: Takes responsibility for own tasks and
notifies supervisor as soon as possible of potential delays in meeting
deadlines or commitments. - Be Decisive: Independently decides
what action to take when faced with critical choices in the workplace or
in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build
strong external partnerships: Identifies opportunities to work with
colleagues and partners in the field towards common goals. - Be
politically agile & adaptable: Develops an understanding of the
value of WFP’s teams and external partners in fulfilling team’s goals
and objectives. - Be clear about the value WFP brings to
partnerships: Aligns own activities with supervisor’s priorities to
fulfill internal and external partner needs.
FUNCTIONAL CAPABILITIES
Knowledge & Skills:
- Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
- Knowledge of work routines and methods in order to complete processes under minimal supervision.
- Uses tact and courtesy to give and receive information to a wide range of individuals.
- Ability to identify data discrepancies and rectify problems requiring attention.
- Ability to offer guidance or basic on-the-job training to more junior staff.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE
Experience:
Four or more years of progressively responsible work experience in the
relative business stream with experience in general administrative work,
fleet management, business administration and transport management.
TERMS AND CONDITIONS
All applications should be submitted through the e-recruitment portal.
DEADLINE FOR APPLICATIONS
The deadline for receiving applications is 07th December 2021.
Female applicants, individuals with disability and qualified applicants are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No
appointment under any kind of contract will be offered to members of
the UN Advisory Committee on Administrative and Budgetary Questions
(ACABQ), International Civil Service Commission (ICSC), FAO Finance
Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection
Unit (JIU) and other similar bodies within the United Nations system
with oversight responsibilities over WFP, both during their service and
within three years of ceasing that service.
