Consultant - Fleet Manager - Band level A - Nairobi

1. Background

   The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the Fleet Manager is responsible for the provision of a well-rounded Fleet Management Service that enables WHO to successfully implement a rapid, fully functional emergency operation and to cater for the transportation needs of staff working at the Regional Emergency Hub located in Block D at the Kenyatta University Teaching, Training and Research Hospital (KUTTRH). This includes organizing all requirements for transporting staff, guests, and visitors, managing vehicles, and setting up appropriate and responsive staff transport programs. The incumbent will also serve as the focal point for security.

2. Deliverables

   Within the Hub, the Fleet Manager will report to the Operations Support and Logistics Officer (1st level supervisor) under the overall guidance of the Emergency Operations Support and Logistics Manager, who will also be the 2nd level supervisor. Within the delegated authority, the incumbent will be the Fleet manager specialist and has front-line responsibility to ensure an optimally functional fleet of vehicles and supporting services to support staff movements of the team, which will include the management of all transportation activities and preventative maintenance schedules and programs.

The Fleet Manager will act as the technical expert of the OSL team, providing technical advice and oversight of quality and strengthening the knowledge of the emergency teams by arranging practical mechanical coaching and training courses as well as providing vehicle maintenance agents and drivers in the field when needed.

WHO Fleet Services (WFS) objectives

Improve effectiveness by:

• Ensuring transport availability to support operations in Nairobi, Kenya, and beyond as required and may include services provided by rental vehicle providers.
• Reduce transportation-related costs through:
• Studying cost-effective vehicle acquisition options and recommending procurement options.
• Timely replacement of assigned WHO vehicles.
• Timely preventive maintenance of all assigned WHO vehicles.
• Realizing optimal disposal revenue from all vehicles.
• Reduce negative effects associated with road transport.
• Enhanced safety for WHO personnel and other road users.
• Reduced environmental impact through lower emissions.
• Recruitment of suitably qualified and experienced drivers.

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties:

• Plan and compile schedules for staff transportation requirements in Nairobi and beyond as and when required.
• Coordinate and arrange all vehicle transport requirements on a day-to-day basis for staff, visiting WHO managers and WHO guests, ensuring timeous service delivery, and applying rental options when authorized.
• Ensure that all vehicles are well maintained and compile preventative maintenance schedules in collaboration with manufacturers.
• Participate in the development of procedures and ensure the vehicle fleet’s implementation, monitoring, maintenance, and correct functioning of the vehicle fleet.
• Assist in recruiting experienced and qualified drivers and compile a register and duty roster to provide transportation services that may be required weekly.
• Manage the mechanical activities in support of and close collaboration with fleet managers of the respective field offices where applicable, as well as ensure quality assurance of WHO vehicles, parts, and other equipment.
• Proactively visit field office where applicable to assess and ensure quality assurance of maintenance and repair needs for all vehicles and consult directly with the staff to identify the state of needs and manage response and prioritization of requests. Develop comprehensive technical reports after field visits.
• Maintain information related to maintenance and vehicle specifications in TRACPOINT.
• Identify quality garages, support the establishment of contracts with pre-approved garages, establish quality control mechanisms, and undertake performance reviews on a regular basis. Manage and ensure that maintenance has taken place and validate the invoices.
• Ensure proper documentation, filing, and compilation of the repairs and maintenance done when releasing a vehicle for use.
• Conduct performance appraisals of vehicle maintenance agents.
• Ensure deployment and installation of technical equipment linked to the WHO automotive Fleet (e.g., Teramar / Tracpoint System), etc.
• Produce monthly activity reports, including Fleet management KPIs.
• Ensure appropriate registration and licensing of the vehicle fleet.
• Act as WHO Emergency Hub Security Focal Point.
• Liaise and coordinate as required with UNDSS and with other Nairobi-based UN Agency Security Focal Points to keep abreast of relevant security matters in Kenya.

• Perform any other related duties as required by the supervisor.

  3. Qualifications, experience, skills and languages

  Educational Qualifications

• A first university degree in public or business administration, logistic management, engineering, or a related field from an accredited/recognized institute.

Desirable:

Professional certification/qualification in areas such as transport and distribution.

Experience

• At least two (2) years related proven experience and exposure, at national and international levels, in fleet management and/or managing emergency and humanitarian logistics operations in international organizations/ institutions

Desirable:

• Prior working experience with WHO, UN agencies, recognized humanitarian organizations, or an international non-governmental organization. Experience or knowledge of import/export and customs administration.

Skills/Knowledge

• Excellent knowledge of Microsoft Office applications, particularly Excel.
• Demonstrated computer skills with emphasis on database management to monitor supplies and inventory and forecast needs.
• Demonstrated skills in using equipment such as radios and satellite phones.
• Strong skills and knowledge in the effective use of fundamental management concepts, practices, and procedures relative to quality and productivity improvements, training, budgeting, and cost control.
• Excellent analytical skills with the ability to manage people, activities, and multitask.
• Excellent skills and knowledge in Fleet Engineering, Logistics Management, and Emergency Operations.
• Strong skills in quality assurance of fleet management in relation to vehicles, parts, and other equipment.
• Working under pressure.
• Excellent organizational skills with strong problem-solving skills.
• Excellent interpersonal skills with the ability to negotiate with and convince officials with tact and diplomacy.
• Ability to write clear and concise manner and to present information to achieve desired results.
• Knowledge or understanding of WHO mandate and goals in the emergency incident management context.

Languages and level required

• Expert knowledge of English.

• Knowledge of another UN official language would be an asset.

  4. Technical Supervision

  Operations Support and Logistics Officer

  5. Location

  On site: Nairobi hub

  6. Travel - If travel is involved, full medical clearance is required

  A living expense is payable to on-site consultants

  7. Remuneration and budget (travel costs excluded)

  Rate [daily or monthly or for language and publishing services by word count or number of pages]: Band level A

Currency: The remuneration is between USD 5,480 and USD 6,980 per month