Administration Senior Assistant (Fleet Management)
Kyiv
- Organization: UNOPS - United Nations Office for Project Services
- Location: Kyiv
- Grade:
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Logistics
- Transport and Distribution
- Closing Date: Closed
Job categories Administration
Vacancy code VA/2025/B5116/30053
Department/office ECR, UAMCO, Ukraine MCO
Duty station Kyiv, Ukraine
Contract type Local ICA Support
Contract level LICA-5
Duration Open-ended, subject to organizational requirements, availability of funds, and satisfactory performance
Application period 17-Apr-2025 to 01-May-2025
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.
Functions/Key Results Expected
- Administrative Support
- Logistics, Fleet Management Services
- Team management
- Knowledge Building and Knowledge Sharing
1. Management Support
- Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources.
- Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit.
- Provides administrative support.
- Compiles information for periodic audits.
- Petty cash management.
- Ensures effective and efficient provision of logistics and fleet management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies and strategies.
- Ensures the proper functioning and maintenance of the UNOPS fleet of vehicles.
- Ensures the dispatching of missions (Administration and / or projects). Ensures the supply of vehicles with fuel.
- Oversees the filling out of the logbooks by the drivers.
- Ensures the bulk reception of fuel, recording and updating of fuel records through the applicable systems.
- Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel related to fleet e.g border crossings.
- Assist in the purchase, receipt and inspection of spare parts for vehicles.
- Prepare RIRs (Receipt and Inspection Report) and / or service certificates, as needed.
- Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of consumption.
- Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.
- Oversees implementation of the logistics system in accordance with UNOPS logistical procedures.
- Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
- Oversees the works to be done by the Garage team, car washers and the courier deliverer etc).
3. Team Management
- Facilitates the engagement and provision of high quality results and services of the supervised team of drivers through effective work planning, performance management, coaching, and promotion of learning and development.
- Provides oversight, ensuring compliance by team members with existing policies and best practices related to UNOPS fleet management.
- Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies.
- Ensures availability of staff and resources for work commitments, facilitating optimal workflows.
- Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results.
- Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.
- Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.
- Manages commitments and expenditures related to fleet (e.g. fleet insurance, fleet costs of routine maintenance, fleet servicing and repairs and others as delegated).
4. Knowledge building and Knowledge Sharing
- Supports the organization and delivery of training and learning initiatives for personnel on Administration-related topics.
- Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in Administration.
- Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
- Maintains unit’s documentation including records and files, ensuring safekeeping of confidential materials
Impact of Results:
The effective and successful achievement of results by the Administration Associate directly affect the overall efficiency of the individual team’s provision of administrative services, impacting the office’s capacity to efficiently and effectively service the operational needs of the office/programme. Timely and accountable delivery of services, ensures client satisfaction and promotes the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
Education:
- Completion of secondary school with 5 years of relevant experience is required, OR
- A First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.
Experience:
- Minimum of five years of relevant experience in general administrative, or operations’ support services in national or international public or corporate organizations.
- Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
Language:
- Fluency in English (read, write and speak) is required
- Fluency in Ukrainian (read, write and speak) is required
This vacancy is now closed.