Management Services Assistant (Fleet) SC5, Kampala

Overview

Manage the fleet and carpool services efficiently.

You have:

• Bachelor's degree in areas of Administration and Finance.
• At least three years in a sizable organization performing administrative functions preferably fleet related.
• Fluency in English (both oral and written) is required.
• Strong interpersonal skills and attention to detail.
• Ability to generate and analyze reports.

DEADLINE FOR APPLICATIONS

8 June 2026-23:59-GMT+03:00 East Africa Time (Kampala)WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP?

• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

role in enabling programme delivery by providing high‑quality, customer‑focused, and value‑for‑money administrative services. These services directly support country and field operations to effectively deliver food assistance to beneficiaries, in line with WFP’s strategic objectives.

WFP Uganda serves as the lead agency in the provision of carpooling services, and has experienced a significant increase in demand from sister UN agencies, placing considerable operational and administrative pressure on the Management Services Unit particularly the Fleet function which manages WFP’s 5th largest global fleet and requires continuous coordination, real time decision making, strict compliance oversight, and detailed record‑keeping to ensure efficiency, safety, and accountability.

Given the scale, sensitivity, and growing demand of these services, the Management Services Unit requires a dedicated full‑time staff member to manage the Fleet and carpooling function. This role demands a resourceful and reliable individual with strong interpersonal skills and meticulous attention to detail to ensure effective service delivery, safeguard organizational assets, and maintain compliance with WFP policies and procedures.KEY ROLE & RESPONSIBILITIES:

1. Carpooling

• Track and process incoming booking requests in real time, including reviewing trip details, assigning drivers and vehicles, and confirming pick‑up and drop‑off dates and times.
• Use the mobility planner to view and update completed and upcoming trips, manage driver and vehicle rosters, and maintain checklists for each active vehicle.
• Generate cost recovery reports and process invoicing accurately and on time.
• Generate and analyze monthly reports to assess key country KPIs, including ride typology, operational efficiency, and cost savings.

2. Driver Management

• Provide day‑to‑day supervision of drivers, ensuring assigned tasks are carried out effectively vehicle cleanliness, and readiness for missions and other official duties.
• Monitor driver performance and ensure that all drivers receive the required training to perform their duties safely and professionally, and provide technical advice and support to transport focal persons in field offices.
• Manage drivers’ daily attendance and maintain accurate daily assignment records to ensure fair allocation of field missions and effective driver performance management. Share these records weekly with drivers and the transport team to promote transparency.
• Regularly review vehicle logbooks to ensure all required entries are accurately completed by assigned drivers.
• Ensure drivers plan and take their annual leave in a timely manner, managing leave schedules so as not to disrupt office transport services. Ensure all travel arrangements comply with organizational rules, policies, and procedures.

3. Vehicle Management

• Supervise and monitor the performance of WFP light vehicles in the country to achieve optimum utilization, guide CO, AOs and FOs on vehicle routing & scheduling for effective, efficient, and safe LV fleet management in line with WFP corporate policy and CO strategy.
• Provide oversight to the operations and making sure the utilization of the light vehicles is within the corporate rules and regulations.
• Ensuring good work practice for the management of fuel cards (for all vehicles and generators) and check standards are met according to WFP policy.
• Ensure that all vehicles have the appropriate insurance cover and initiate and follow up on all claims with SIS insurance and local third party. Ensure timely accident reporting and accident follow up in accordance with WFP guidelines and recorded in FMS.
• Monitor/track movement of light vehicles using NOVACOM to ensure drivers compliance with the use of VTS and valid ID card during the trip and they comply to swapping before starting the trip for security purposes.
• Global Vehicle Leasing (GVLP): process GVLP invoices for leasing/SIS insurance/tracking system and ensure records are accurate on all leased vehicles.
• Process request for vehicles replacement from UN Fleet and manage registration process for UGCO official vehicles.
• Undertakes field trips to monitor progress at all sub/field-offices, as well as conduct periodic performance reviews of light vehicles to ensure the fleet optimization approach is on target.
• Manages the private use of WFP vehicles by international staff, timely process billing and submit to finance.
• Plan and coordinate transport requests optimally to maximise effective utilisation of WFP vehicles. Monitor vehicle movement and utilisation and ensure all movements are authorised and as per WFP policy.
• Ensure all assigned vehicles meet WFP/UN safety requirements, MOSS compliance.
• Follow up timely repair of Kampala assigned vehicles after road crash incidents.
• Monitor assigned vehicles VTS alerts (over speeding, night driving etc) and follow up on the subsequent administration actions.
• Ensure all assigned vehicles fuel card are loaded enough fuel for smooth transport service. Maintain assigned vehicles and generators fuel cards and monitor the utilization.
• Monitor and follow up timely completion of maintenance of vehicles to avail enough vehicles for the CO operation.

4. Fleet Management System (FMS)

• Enhance knowledge of the corporate Fleet Management System (FMS) through on‑the‑job training for CO and Field Staff.
• Analyze FMS data and ensure the accuracy and timely updating of asset records, fuel logs, maintenance job cards and work orders, and accident reports across all office locations.
• Maintain up‑to‑date staff (drivers and FMS focal points) records in the FMS, including valid contracts, driving licenses, job titles, and assigned locations.

5. Contract Management

• Prepare annual plans and ensure availability of funds as well as timely outsourcing of services.
• Manage vehicle contracts and vendor liaison related to fuel, repairs, maintenance and insurance compliance, and conduct regular service performance evaluations, ensure timely renewal, PO creation and payment, vendor identification and performance reviews, and reconciliation of vendor accounts.
• Ensure that vehicle repairs and maintenance are performed in accordance with the standards established to achieve maximum reliability with minimum downtime and that quality workshop management is maintained.
• Prepare and update Terms of Reference (TORs) for fleet‑related tenders and review Standard Operating Procedures (SOPs when necessary.

6. Reporting

• Maintain accurate and up‑to‑date records of vehicle allocation by driver and assignment; analyze fleet status and utilization; and make recommendations for timely vehicle replacement, including fleet size and vehicle type, to improve cost efficiency and inform quarterly reporting.
• Verify drivers’ monthly fuel reports, monitor vehicle fuel efficiency, and ensure compliance with required fuel‑economy standards.
• Provide feedback for performance improvement and escalate cases of repeated poor performance.
• Timely reporting of road safety incidents records in FMS.
• Prepare monthly management reports abstracted from FMS on fuel consumption and the respective costs for all vehicles and provide the kilometer per liter of fuel and fuel cost per kilometer for each WFP vehicle, and vehicle’s technical faults, and incidents.
• Undertake additional responsibilities within the Administration Unit as delegated by the Supervisor.

QUALIFICATIONS & EXPERIENCE REQUIRED:

Education:

At least a bachelor’s degree in areas of Administration and Finance. Experience: At least three (3) years in a sizable organization performing administrative functions preferably fleet related.

Knowledge & Skills:

• Initiative

• Technical skills

• Knowledge of required procedures

• Teamwork • Communication Skills

• Partnering and Networking

• Excellent organizational skills and attention to detail

Languages:

Fluency in English (both oral and written) is required

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: [email protected]

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.
• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.
• If you experience technical issues while submitting your application, you may contact us at [email protected]. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.
• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.

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Potential interview questions

Added 5 hours ago - Updated 5 hours ago - Source: wfp.org