Administration Associate (Fleet) SC6 (Kyiv) Ukraine

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Career Opportunities: Administration Associate (Fleet) SC-6 Duty station: Kyiv

*** 🚩 Vacancy Announcement n°: 176346 📢 Job Title: Administration Associate (Fleet) 📌Type of Contract: Service Contract ➡️ Unit / Division: Admin Unit / WFP Ukraine 📍 Duty Station: Kyiv (with regular travel withing Ukraine) ➡️ Duration: 6 months (renewable) ⏰ Closing date: Sunday 30 October, midnight (Ukraine Time)

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.

To learn more about WFP, visit our website and follow us on social media to keep up with our latest news: LinkedIn, Instagram, Facebook, Twitter.

Why work with us?

The war in Ukraine has left an estimated one in three families without enough food, rising to one in two in some areas of the East and South. More than 6 million Ukrainians have been internally displaced and more than 6 million have left the country. Many of those who remain have lost their livelihoods, especially in areas close to the front lines. Millions who fled their homes to the country’s West are preparing for long-term internal displacement. Many who have returned to liberated areas around the capital, Kyiv, are struggling to rebuild their lives, having run out of money or found their homes reduced to rubble. WFP is quickly scaling up to support 4.7 million people per month inside Ukraine, using a flexible mix of food and cash assistance. We support people wherever they are, including in areas close to the front line. This is an opportunity for an exciting and challenging Human Resources role in a multi-cultural, hardworking, fun and interdisciplinary HR team. In addition, we offer:

➡️ Meaningful and impactful careers: Our day-to-day work makes a difference in the lives of the people we serve

➡️ Continuous learning and training: We provide learning tools for our staff to continually develop their careers

➡️ Multicultural and stimulating work environment: We encourage gender and cultural diversity to make our teams stronger

Join us to make a difference in Ukraine, watch this video to know more about us!

How can you make a difference?

Under the supervision of the Head of Administration or delegate the Fleet Manager will be responsible for:

• Contribute to and implement WFP country/regional plans, including administrative processes, aligned with regional and wider WFP strategies and policies to facilitate efficient and effective administration service.
• Develop annual plans, contribute to longer term strategies and improvements to policies, systems and procedures to ensure services provided support WFP strategic objectives and are in compliance with corporate policies, standards, regulations and processes.
• Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Support periodic review of fleet policy, procedures, guidelines, and forms.
• Carry out complex data analysis to provide management and clients with the accurate information and reports for efficient planning and decision-making.
• Apply WFP's fleet management strategy when preparing plans for purchase of important fleet assets. Conduct spends analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements.
• Plan for acquisition, maintenance, and replacement of fleet assets. Develop local fleet management replacement strategies considering WFP’s short- and medium-term requirements.
• Coordination with shuttle services coordinator based in Lviv for movement of shuttles
• Collect information both in the field and in CO, to ensure relevant and appropriate information is gathered and shared. Promote an understanding of concerns, objectives, and priorities for fleet related issues by providing information or expertise to interested parties.
• Provide fleet management reports, customized reports, and gather information on all fleet assets and provide in-depth reports periodically and when requested.
• Develop and maintain effective operating systems and databases to ensure consistent and uniform standards and monitoring of fleet functions.
• Monitor the quality and accuracy of fleet related data in relevant business systems. Compile and analyze statistical information, identify trends and developments in fleet related matters that will assist in decision making.
• Coordinate activities of staff members and/or contractors performing fleet related activities and ensure that they understand and adhere to relevant WFP’s rules and procedures.
• Respond to field requests for information and advice and coordinate responses from a range of units to provide a clear, consistent, and timely response to the field.
• Disseminate, promote commitment to and monitor compliance with WFP's global policies, standards, and guidance on fleet management.
• Perform any other related activity as assigned by immediate supervisor

To join us in saving lives, changing lives you will have to...

Education:

University degree in Business/Public Administration, Transport/Logistics Management , Mechanical Engineering, or other relevant field relating to this role. Additional trainings in fleet management are desirable.

Experience:

• Six or more years of progressively responsible with proven supervisory experience in fleet department preferably in international humanitarian organisations.
• Minimum of one year of working experience at supervisory level in International Humanitarian Organisations with a minimum fleet portfolio of 20 Vehicles.
• Experience in administration and knowledge how to apply this to all activities.
• Experience in managing small teams of staff with related areas of expertise.
• Experience in providing support in leading projects and input into function policies.
• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration .

Languages:

National Professional: Fluency (level C) in English language, and the official national languages of Ukraine.

Knowledge & Skills :

• Engineering from a recognised institution. Additional trainings in fleet management are desirable.
• Valid driving License for all relevant classes (Classes C is required). Possession of other classes are added advantage.
• Proven theoretical and practical knowledge and understanding of national rules, regulations and policies in the area of administration
• Has gained experience in administration and applies this to all activities.
• Has managed small teams of staff with related areas of expertise.
• Fleet management systems, GPS tracking, fleet maintenance, and driver training.
• Budgeting, planning, and implementation management
• Full computer literacy on Windows and MS Office is mandatory. Knowledge of fleet management software is an added advantage
• Working knowledge of fleet and traffic laws of Ukraine is an added advantage

Before you apply...

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 an inclusive work environment in which diversity is valued and where no form of discrimination is tolerated. We aim to achieve parity in our teams in Ukraine. Qualified female applicants are especially encouraged to apply. CV and cover letter must be submitted in English language.

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

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.