Vehicle Fleet and Facilities Associate SC6

Admin

Overview

Manage vehicle fleet and facilities services effectively.

You have:

• High School Degree required, training or certificates in relevant area desirable
• Fluency in Spanish is required; English is desirable
• 3+ years of experience managing facilities
• Proven experience as facilities Associate or relevant position
• Strong planning and organizational skills, attention to detail required
• Good judgment in handling client concerns and involving others
• MS Office and internet skills required

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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 United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

STANDARD MINIMUM QUALIFICATIONS

Education: High School Degree. Training / certificates in area of work desirable

Language: Fluent in Spanish (English desirable).

ORGANIZATIONAL CONTEXT

The main priority and goal of the Fleet is to perform all admin operations in a coordinated, timely, efficient, and cost-effective manner while in line with WFP guidelines. The fleet team strives to offer maximum vehicle availability to optimize its utilization in the most challenging regions and environments served, while ensuring that the staff can depend on this service and beneficiaries are timely reached while operations are smoothly running

JOB PURPOSE

The Facilities Associate ensures that WFP office facilities function properly delivering services needed by staff, including electrical and plumbing services, janitorial duties and timely maintenance of premises, surrounding areas and services.

The Facilities Associate will make sure the WFP premises are hospitable for the people using it, respond to the day-to-day maintenance of a building’s fixtures by surveying the premises and determining priorities for improving or maintaining the safety and security of the space. The FM will arrange appointments with maintenance companies and schedule services, then inspect their work to ensure it meets terms of reference, including environmental and health regulations, and maintain schedules about upcoming repairs and refurbishments. The FM will produce reports and write recommendations on facilities needs and solutions taken.

The Fleet Associate will listen to the needs of the staff as facilities users and act with the staff’s comfort and convenience in mind with a strong sense of urgency and taking the initiative to resolve them as quickly as possible. The Fleet Associate will actively and timely delegate tasks to others and scheduling multiple types of services according to needs and in coordination with budget availability.

KEY ACCOUNTABILITIES (not all-inclusive)

1. Overall management of country operation vehicle fleet 18 vehicles and 16 external transport provider fleet in the following Duty Stations: Caracas, Yaracuy, Trujillo, Barinas, Anzoátegui, Monagas, Bolivar, Sucre, Falcon, inclusive of spare parts, maintenance and repairs, overall oversight of all WFP fleet operation and outsourced support.

2. Prepare and regularly review VECO fleet strategy and vehicle allocation plan in line with CO program requirements. Initiate timely call forward of new vehicles in case of increased demands and vice versa based on program requirements.

3. Systems management and harmonization with corporate tools such as FMS and ensure control mechanisms and monitoring are in place.

4. Regularly review WFP VECO fleet capacity and available commercial transportation capacities in Venezuela to ensure proper planning and optimal utilization of WFP fleet accordingly in line with approved operational program plans.

5. Coordinate operational advance and ensure proper accounting.

6. Prepare/request adequate stocks of spare parts and arrange timely replenishment of parts. Monitor store management and physical inventories to ensure proper accountability and traceability.

7. Support and manage drivers and update management on any challenges or constraints affecting fleet with recommendations.

8. Identify VECO Fleet training needs and request/set-up necessary training and/or workshops.

9. Collect, analyze and prepare monthly fleet operational reports/set KPIs as may be required for management decisions.

10. Perform any other duties that may be required or requested.

11. Manage and monitor the performance of fleet vehicles to achieve maximum utilization.

12. Vehicle Routing & Scheduling for the timely deliveries of passengers and NonFood-Items for Operational needs.

13. Directly manage WFP Staff and Drivers under supervision to ensure that they report on time and work efficiently.

14. Responsible to Manage and ensure that all reports and information as required by the organization are produced promptly on a timely basis. Additionally, analyse information and quality of report prior to distribution.

15. Responsible for forecasting and requisitioning of spare parts: Preparation of orders for spare parts/tires and materials required for the operation and submit these requests for the approval.

16. Ensure that all Repairs & Maintenance performed to vehicles / machinery is in accordance with the required standards established to achieve maximum reliability with minimum downtime and quality Workshop Management maintained.

17. Implement Best Practices established and ensure to establish KPI’s (Key Performance Indicators) and maintained.

18. Accountable for ensuring that renewals of all contracts, insurance policies are implemented on a timely basis.

19. Ensure that minimum Health and Safety requirements are met in full, together with considerations for environmental needs.

20. Responsible to ensure that all drivers carry out their duties in accordance with their Job Descriptions set.

21. Share experiences gained with other staff members and strive towards creating good team building and harmonious atmosphere.

22. Ensure that the Fleet is managed in the most cost-efficient manner to achieve maximum vehicle availability and minimum downtime.

23. Responsible to ensure that all reporting / administrative and operational functions within Fleet are organized in an efficient manner to maintain the high standards that are expected by the Organization.

24. Demand for services should be matched to resources available.

25. Travel occasionally, as required by the assignment.

WFP LEADERSHIP FRAMEWORK:

Lead by example and with integrity

Upholds WFP values, principles and standards:

Demonstrates the WFP values, principles, and standards.

Respect others and value diversity:

Values diversity using respectful and inclusive language, and encourages others to the same

Stay focused and calm under pressure:

Stays focused and calm when under pressure and encourages others to do the same

Demonstrate humility and willingness to learn:

Shows humility and a willingness to learn and share knowledge, frequently seeking and acting on feedback, and taking up opportunities to develop

Drives results and delivers on commitments

Delivers maximum impact results:

Is accountable for the delivery of results

Delegate tasks appropriately:

Delivers results against delegates task and seeks guidance and support where needed

Adapts readily to chance:

Responds readily to change adjusting work as needed

Foster inclusive and collaborative teamwork.

Practice inclusion and collaboration:

Promotes teamwork by sharing ideas and openly raising issues

Gives timely ad constructive feedback:

Supports development for others by giving timely and constructive feedback

Builds And shares new perspectives:

Listens attentively to others to capture, learn and build and share new perspectives

Applies strategic thinking.

Communicate and fulfill WFP's vision:

Fulfils WFP’s vision and is able to explain ow their objectives support the vision

Embraces curiosity and new ways of doing things:

Demonstrates curiosity and proposes new ways of doing things when relevant

Analyses and evaluate the data:

Gathers data and shares knowledge to inform team decision making

Consider the consequences of any decision:

Implements decision and asks questions to understand the impact for wider objectives

Builds and maintains sustainable partnerships

Establish associations:

Builds partnerships by seeking out opportunities to work with other

Collaborate to achieve common goals:

Collaborates with partners by sharing information and working together to deliver common goals

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• 3+ years of experience managing facilities.
• Proven experience as facilities Associate or relevant position
• Good judgment in reporting client concerns to management and seeking the involvement of others to best meet needs.
• Strong planning, organization skills, and attention to detail
• MS Office, Internet skills required

TERMS AND CONDITIONS

Position: Fleet and Facilities Associate

Number of openings: 1

Based in: Caracas, Venezuela

Type of contract: Service Contract

Level: SC6

Duration: 12 months

This position is only for Venezuelan citizens.

DEADLINE FOR APPLICATIONS

The deadline to apply for this position is July 19th, 2022.

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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.

Apply now

Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: wfp.org