Management Services Assistant (Fleet Management)

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The UNV assignment is part of WFP’s Flood Emergency Operation and will be operating under Management Services (Administration) Unit

Under the direct supervision of Management Services (MS) Officer in the Country Office, the incumbent will be responsible to: 1. Support in vehicle assignment for flood emergency operation through UN System Mobility. Work closely with Management Services Assistant (Fleet Management) for planning, monitoring and processing administrative actions related to fleet management for emergency operations. 2. Identify requirement of fleet goods and services/maintenance, and plan and process required administrative actions. 3. Collate and process data to support the production of basic analysis pertaining to management of fleet to enable decision-making and effective management of resources. 4. Work closely with WFP Procurement, Fleet Center or UN Fleet, and local authorized vehicle vendors for WFP fleet related procurement. 5. Process settlements of fleet invoices of the vehicles. Ensure KPIs are maintained within the set parameters. Update the FMS on a regular basis including fleet and fuel data, overhead costs, and fuel reconciliation. 6. Provide inputs to routine methods and practices in own area of work to support the continuous improvement of services provided. 7. Support MS Assistant (Fleet Management) in protocol responsibilities (visa & exemptions). 8.Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required. 9.Ensure that the vehicles are well maintained and cleaned by the drivers on daily basis. 10.Ensure that vehicle logbooks are maintained on a daily basis and fuel consumption reports are updated regularly on monthly basis. 11.Report to the supervisor about any technical fault in the vehicle for timely repair / maintenance. 12. Any other related tasks as required or assigned by the supervisor.

LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR •Leads by example with integrity •Drives results and delivers on commitments •Fosters inclusive and collaborative •Applies strategic thinking •Builds and maintains sustainable partnerships

FUNCTIONAL CAPABILITIES: •Collects and reports data to draw out fact-based insights. •Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms. •Monitors trends in resource usage to anticipate and escalate potential issues to supervisor. •Demonstrates a broad knowledge of fleet/transport administration. •Monitors fleet movements and drivers duties, and supervises administrative work against the established standards. Ensures that customer problems are identified and resolved.

Five years of progressively responsible work experience in the related business stream with experience in general administrative work, travel & transportation. • Working knowledge of ERP systems and preferably SAP Software is desirable. • Proficient in the use of Microsoft Suite Products such as MS Word, MS Excel. • Experience of working in emergency setting is added advantage. • Sound understanding of protocols for travel and transport related operating standards and awareness of international humanitarian development issues through day-to-day work. • Knowledge of work routines and methods in order to complete processes under • minimal supervision. • Ability to carry out basic data analysis and independently rectify problems requiring attention. • Ability to identify data discrepancies and rectify problems requiring attention. • Good communication skills required to give and receive information and work • with a variety of individuals. • Ability to maintain confidentiality.

WFP with its unique humanitarian operation is offering an enriching opportunity for a National UNV, while also requiring a high level of stamina and commitment. Flexibility, ability and willingness to work under stressful emergency environment, including ability to work during off hours and over the weekends, are therefore essential. The assignment is based in CO Kathmandu and full benefits and allowances relevant to the duty station are applicable as per UNV policies.

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Added 23 days ago - Updated 21 days ago - Source: unv.org