Electronic Fuel Management System Analyst

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

This position is in MINURSO Logistics Base in the Department of Operational Support (DOS). The UNV eFMS-2Analyst is assigned to work with Fuel Unit - Life Support and reports to the Chief of Fuel Unit. The prevention of fuel fraud and loss is an essential concept in ensuring effective mission fuel accountability and usage. The General Assembly in its resolution A/C.5/61/L.49 dated 7 June 2007, item XV – Fuel Management, paragraph1 noted “That fuel is a major item of expenditure and that its management is vulnerable to serious risk of fraud and abuse.”

Fuel Fraud & Loss Prevention Consumption Monitoring cell, which provides a greater enhancement to detect misappropriation of fuels, conduct Compliance monitoring and Performance Management using eFMS-2 to capture, store and analyze fuel data related to its Fuel transaction, is an important tool in the management of MINURSO’s Fuel Unit.

In-charge of eFMS-2, Fuel Fraud and Loss Prevention Consumption Monitoring Cell, the incumbent will perform the following duties:

1). eFMS-2 Administration • Prepare training materials and trains staff, Logistics G4 Military Officers and Fuel Vendor on eFMS-2 application, proper raising of bulk fuel requests to ensure they work responsibly in a professional, safe and complete manner and abide by UN policies, administrative instructions, KPI, SOPs and MOUs. • Conduct training on eFMS-2 quality photo check to staff members and ensure daily transaction quality photo-checks are conducted [verifies all figures of fuel quantities and consuming equipment odometer readings entered into EFMS2 transactions against photos captured by scanners]. • Provide relevant training to Fuel end-users and Fuel Vendor on how to fill a trip ticket for equipment with faulty hour meters/odometers when not repaired/replaced at the specified time. • Prepare appropriate training material on the various aspects of eFMS-2 (CRM; Reporting; Scanners etc..) to be delivered to various users of eFMS-2. Be prepared to lead junior team members if necessary. • Follow up with FTS for the setting up eFMS-2 scanner technical faults and connectivity issues. • Create or add new equipment, generate and follow-up on barcoding, ensure full functioning of barcode printers for timely production and distribution of barcodes as required. • Generate on daily basis fuel consumption transaction reports, share with end-users and fuel vendor for maintaining daily tracking of records of fuel supplied and adjust accordingly. • Ensure early detection of missing transactions and errors through timely reconciliations to the month end and create manual transactions for missing transactions with proper justification and Chief Fuel Unit’s approval. • Initiate eFMS-2 transaction changes noticed immediately through iNeed; such as incorrect fuel quantities recorded into eFMS-2, huge stock irregularities, wrong odometers readings, missed bulk fuel vouchers, duplicate transactions, wrong source or destination equipment, wrong type of fuel etc. • Monitor and make timely changes to multi-generator sets to avoid failed transactions in the EFMS-2 database. • Carry out daily transaction reconciliations with the contractor's records, generate monthly evidence invoice reconciliation report in comparison with monthly fuel invoices. • Make monthly stock adjustments for all contractor facilities in the mission. • Carry out regular checks that records are maintained consistently and with meaningful values. For example, Equipment are populated with location, owner and consumption metrics. • Develop, maintain, update software and databases such as eFMS-2 for tracking, reconciliation and accounting purposes. • Discuss discrepancies with end users, management and security by forwarding detailed reports and recommendations. • Coordinate and present transactional evidence/s clearly and succinctly.

2). Fraud Prevention, Verification and Analysis: • Monitor and analyze fuel consumption trend and equipment fuel over consumption and generate monthly reports for investigation. • Monitor and analyze fuel consumption trend and equipment fuel over consumption and generate monthly reports for investigation. • Reconcile discrepancies with vendor(s) fuel transactional records. • Analyze rate of consumption of fuel, oils and lubricants using eFMS-2 and other tools if necessary. • Follow up investigation and maintain auditable records of major abnormalities and inconsistencies. • Report on early detection of data tempering and out trend demands by comparing incoming data, historical data, revealing any inconsistencies and possible other irregularities. • Ensure consumptions are according to the set FCUs and raise overconsumption alerts to Chief Fuel Unit or his designated official. 3). Inventory: • Manage storage and inventory of eFMS-2 equipment and consumables such as scanners, scanner AC adaptor cables and batteries, hand-held printers, label cartridges and label sheets etc. • Ensure that scanners are assigned to the right users, locations and are accounted for.

4). Operations: • Ensure that bulk fuel requests are raised, certified by section/commanding officer and conform to actual consumptions, set KPI (Key Performance Indictors) on running hours and eFMS-2 FCUs. • Validate bulk requests; follow up with vendor(s) regarding deliveries. • Ensure that UNOE and COE equipment exceeding the authorized unit/rate (FCU/R) are justified on the excess utilization of fuel. • Verifying Issuance Vouchers accurately and conducts complete accounting, reporting and keeping electronic/hardcopy records to ensure proper audit trail.
• Assist in supervision of the process of fuel consumption monitoring, stocks reconciliation, accountability, and monitoring the missions fuel supply chain on daily basis through the eFMS-2 as the tool. • Ensure regular tank dippings and adjustments are carried out and recorded in eFMS-2. • Perform other related duties as required by the Chief of Fuel Unit.

5). Miscellaneous: • Prepare data/and information and develop standard operating procedures, such as, effective and correct use of eFMS-2 at the mission. • Prepare data and information to respond to audit requests. • Prepare and deliver training materials and presentations as required. • Liaise with OICT on various issues including but not limited to data fixes, system improvements, procurements etc. • Raise necessary purchase orders for eFMS-2 related items such as scanners, batteries, consumables etc. • Establish and explain best practices for eFMS-2 such as the need to have full tank issuance for fuel consumption monitoring.

Professionalism – Knowledge of information technology and information management, particularly in eFMS-2 system analysis with good understanding of day-to-day management of fuel operations including storage, supply and distribution of fuel in eFMS-2 fuel tracking systems; logical and capable to analyze errors and over consumption in eFMS-2 solving problems and critical thinking is an advantage; Shows pride in work and in achievements. Demonstrates professional competence and mastery of the subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calms in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Technological Awareness – Keep abreast of available technology. Understand applicability and limitations of technology to daily work Actively seek to apply technology to appropriate tasks. Show willingness to learn new technology for improvement and adaptability.

Planning & Organizing – Develop clear goals that are consistent with agreed strategies. Identify priority activities and assignments; adjust priorities as required. Allocate appropriate amount of time and resources for completing work. Foresee risks and allow for contingencies when planning. Monitor, adjust, plan, and action as necessary. Uses time efficiently.

Teamwork – Work collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; Places team agenda before personal agenda. Support and act in accordance with final group decision, even when such decisions may not entirely reflect own position; Share credit for team accomplishments and accepts joint responsibility for team shortcomings.

A minimum of three (03) years of progressively responsible experience in Information and Data Analytics on eFMS-2 fuel transactions, bulk fuel request, over-consumption

General Characteristics: • Marginally talented to respond to help desk – conscious of timing, customer service behaviors and communication skills. • Brief problem-solving ability - analytical, scrutiny and based on scientific logics. • Normal ability to be consistent, persistent and permissive in trying to resolve problems and finding/exploring best solutions. • Familiar with SAP/CRM software and technology solutions • Computer / IT – creates videos and audio-visual materials, posters for eFMS-2 user trainings; • Knowledge in image editing and prototyping software

Western Sahara is a territory on the North-West Coast of Africa bordered by Morocco, Mauritania and Algeria. The United Nations Mission for the Referendum in Western Sahara (MINURSO) has its Headquarters in the Laayoune, the largest city in Western Sahara, with a wide range of commodities available in the local market, and full infrastructure systems, including running water, electricity and sanitation. Sometimes there will be water shortages.

Each UN Volunteer lives in his/her own private accommodation, preferably in the security-cleared and designated areas. Generally, apartments are unfurnished but the Settling-In-Grant will cover the cost of modest house furniture. Some entertainment is available in the city, including restaurants, cafes, gym, tennis fields and parks.

The local currency is the Moroccan Dirham and many banks and exchange bureaus are available. ATM machines are also available to withdraw money in the local currency. Mobile phone service is provided in Western Sahara by a few Moroccan Phone companies. The most popular is Maroc Telecom and it offers good rates (price of SIM USD 15). Wireless internet is available through the service provider.

The weather in Western Sahara is mostly hot and windy. Laayoune is situated on the coast and the ocean has a moderating influence on the climate. Summers tend to be hot but breezy and winters are mild. Nights are generally colder than days, which is typical desert weather. Winters can get much colder, up to lows of 10 degrees. Very windy days can occur as well, so it is recommended to have warm protective clothing as well as light smart wear for summer.