Senior Administration Associate (Fleet Systems) SC7

.

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 diversity and gender balance.

ABOUT WFP

The World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies, and working with communities in more than 100 countries to improve nutrition and build resilience. To support this mission, WFP Fleet Centre in Dubai, UAE, is mandated to centrally manage WFP’s light and armoured vehicle fleet leasing, fleet management and systems support, insurance cover, vehicle disposal, and advanced driver training services, to enable effective, safe, and efficient fleets in all WFP offices globally.

Several systems are used in the management of fleet including WFP Corporate Fleet Management System (FMS); “FleetWave”, Vehicle Tracking Systems (Novacom), Humanitarian booking hub, Fleet Portal, WINGS and GEMS. The job holder is responsible for the effective utilization and integration of these systems, primarily FleetWave (FMS) and vehicle tracking system (VTS) by the country offices. Additionally, it is the job holder's duty to ensure that the fleet systems data analyst is meeting fleet management business needs.

WHY WORK AT WFP?

SAVING & CHANGING LIVES ❤ Make a difference the world will notice. We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.

GLOBAL COMMUNITY 🌍 Build bridges that unite people across the world. Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives. How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.

UNLIMITED POSSIBILITIES 💡 Unlock possibilities you never thought you'd find. WFP goes anywhere it is needed and does whatever it takes to get the job done.

LIFE-CHANGING EXPERIENCE ⭐ Reach beyond yourself and discover your true potential. WFP offers the kind of life-changing experiences you’re unlikely find in many other organizations.

Join us to make a difference Watch this video to know more about us!! Link: https://www.youtube.com/watch?v=3mzGbaRAhz8&feature=youtu.be

JOB PURPOSE

Position Title: Senior Administration Associate (Fleet Systems)

Service Contract for duration of 12 months with possibility of extension.

Level: SC 7

Salary starts from AED 22,424.31 per month (inclusive of pension), plus insurance and other benefits.

This position is based in the WFP Fleet Centre, Dubai, reporting to the Fleet Systems & Business intelligence Manager under the Fleet Management Unit. Within delegated authority, the incumbent will be responsible of providing guidance, oversight, and support for the management of fleet systems and will be accountable for the following duties:

KEY ACCOUNTABILITIES (not all-inclusive)

• Ensure that the FleetWave is utilized by the country offices in a way that maintains the highest levels of data quality (completeness, accuracy, and timeliness), by actively monitoring, analyzing data, and taking corrective action with coordination with the country offices’ fleet team. • Monitoring and continuously improving the VTS (vehicle tracking system) platform configuration, such as alerts and report set-ups, and enhance the capacity of the country offices fleet team to ensure that the vehicle tracking system is used as an important fleet management tool. • Liaise with CO administration and manage the implementation of fleet systems projects • Ensure that FleetWave and vehicle tracking system data are promptly reconciled to make sure the fleet systems’ data validation, integrity, accuracy as well as effectively meet the reporting and information needs of the country offices and fleet center. • Participate in the development of global fleet dashboards that provide country offices with access to KPIs for fleet performance and reports with real-time data analytics from the fleet systems. • Assist in the development of fleet systems by reviewing the fleet center and country offices' needs and present the outcomes to the appropriate development team. • In consultation with the relevant stakeholders, continually review and update the fleet performance KPIs used in the fleet systems for reporting and dashboards. • Ensure that the country office and fleet center management receive accurate analysis via reports and dashboards extracted from the fleet systems. • Monitor country office needs and recommendations including from the fleet optimization and administrations’ oversight missions that are related to fleet systems and arrange or provide capacity enhancement training to country offices’ fleet team • Monitor and continuously improve to make sure the information on the dashboards and the periodic reports prepared by the fleet system team are in line with the needs of the country offices and fleet center. • Ensure that the administration manual's fleet management section is periodically updated when new directives, guidelines, or best practices are introduced. • Ensure effective coordination with other units, MSD branches, Global Fleet system team and UN Fleet to align activities and maximize collaboration in the digitalization’s and corporate system integration. • Plan, organize and supervise the work of data analyst to ensure that tasks are accomplished in a manner consistent with country offices’ needs. • Perform other related duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area. (University degree in Business, Information systems/Technology or Engineering) desirable.

Experience: • Minimum 7 years’ experience in managing fleet management systems • Proven experience in information system projects management analyses and/or database management. • Ability to understand WFP business and field operational objectives.

Language: Spoken and written English essential. Other UN language would be an asset.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
• Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
• Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
• Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
• Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
• Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
• Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
• Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
• Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
• Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
• Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
• Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

Capability Name Description of the behaviour expected for the proficiency level Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. Internal Controls & Risk Management Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. Resource Management Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. Specialised Knowledge in Administrative Services Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise. Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

OTHER SPECIFIC JOB REQUIREMENTS

• Strong project management, organizational and planning skills. • Demonstrated willingness to be flexible and adaptable to changing priorities • Strong interpersonal skills and ability to work people at all levels • Proven ability to work effectively both independently and in a team-based environment. • Contribute to the creation of an information-sharing environment, collaborate, and cooperate with all team members

EXPERIENCES FOR ENTRY INTO THE ROLE

• Strong knowledge and skills in Fleet management systems (Preferably FleetWave) and Vehicle tracking systems • Proficiency in MS Office (Word, Excel, Power Point, Outlook) • Strong skills in Excel and other data visualization and management software. • Skills in Enterprise Resource Planning software (e.g. SAP) are desirable. • Strong knowledge of WFP corporate systems and tools in Administration.

TERMS AND CONDITIONS

Only those candidates shortlisted for interview will be notified.

DEADLINE FOR APPLICATIONS

25 November 2022

.

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

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.