Fleet Management Assistant

.Purpose of the Position

In the context of the WHO Health Emergencies Incident Management System (IMS), at the field event level, the OSL OPS Assistant will support logistics and operations units. He/She will assist the OSL Officers/TL and emergency teams in the establishment of the tactical means to perform the setting and management of the WHO and EOC premises, ensuring timely and adequate supply of the required medical and non-medical commodities and providing health logistics support to ensure that WHO health activities are performing up to Sphere standards. The incumbent will be deployed to emergency operations when required.While the Fleet Movement Control (MOVCON) Assistant, will support in the smooth flow of work as related to logistics & Fleet administration activities, assisting with actions with other support staff in the Fleet team and in consultation and collaboration with Fleet manager. In the context of the WHO Health Emergencies Programme, the incumbent has front line responsibility for the provision of a well-rounded Fleet Management Tracking Service that enables WHO to successfully implement a rapid, fully functional movement control for the emergency operation. This includes providing the Organization with the tactical means to perform its mission in the best possible conditions, tracking vehicles through TrackPoint software. The incumbent will be deployed to emergency operations when required.

Objective of the Programme and the immediate Strategic Objectives

The mission of WHO's Health Emergencies Programme (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Organizational context

The OSL Fleet Management (MOVCON) Assistant, provides adequate skills to the OSL team, helping to build a robust organizational model to support onsite Health Response. Under the overall guidance of the OSL Officer, OSL TL & the Incident Manager, and within the delegated authority.

Summary of Assigned duties

• Prepare the staff transport masterplan as per pillars request & Incident Management approval (allocation of dedicated vehicle & pooling system).
• Receive and review the transport request from the transport booking apps.
• Liaise with counterparts in the Security Unit (WHO / UNDSS) to seek final movement clearance prior departure.
• Determine the route plan, the communication plan and the timetable to respect.
• Prepare back up transport plan (alternative route / Contingency field accommodation / Evacuation route).
• Follow the deconfliction procedure when applicable.
• Draft Convoy/transport plan procedure and prepare briefing convoy package.
• Support weekly staff movement planning and ensure pooling vehicle system to maximize number of passengers per vehicle.
• Support vehicle dispatch according to daily priorities.
• Support TR (Travel Request) issuance for WHO drivers field mission.
• Maintain a roster of shifts for assigning duties to the pool of drivers.
• Support briefs and debriefs driver's field mission upon departure and arrival Support / Follow up the contract's portfolio (vehicle rental company, vehicle insurance & fuel supply), and ensure adequate filing tree and safety back up.
• Support rental vehicle supplier invoices validation.
• Ensure Fleet KPIs follow up and inform the Fleet officer when the Fleet management doesn't match WFS standards (e.g. Inform line manager if any rented vehicle is not used as per œValue for money― model (strict minimum daily mileage according to the context to be financially profitable for the Organization).
• Set up the MOVCON room (e.g. large flat screen to follow up 24/7 online vehicle movement with GPS tracking system etc.).Identify taxi agencies and support call for bids.
• Perform all other related duties as assigned.

Recruitment Profile

1. Teamwork

2. Respecting and promoting individual and cultural differences

3. Communication

4. Knowing and managing yourself

5. Ensuring the effective use of resources

Functional Knowledge and Skills

• Sound organization and wide range of office skills. Sound knowledge of using office and computer packages, ability to multitask, to work under pressure and independently when required.
• Skills and knowledge in vehicle pooling systems.

Education Qualifications

Essential: Completion of secondary education or equivalent.

Desirable: Higher education from an accredited educational institution an asset.

Experience

Essential: At least 5 years of relevant experience in the area of administration and/or logistics.

Desirable: Relevant experience in WHO or another UN agency and non-governmental organization during humanitarian response an asset.

Use of Language Skills:

Essential: Expert knowledge of English and Ukrainian

Desirable: Knowledge of any other official UN language.

REMUNERATION

Remuneration comprises an annual base salary starting at USD 19,696 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.
• WHO is committed to creating a diverse and inclusive environment of mutual respect. WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• For information on WHO's operations please visit: http://www.who.int.
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
• In case the website does not display properly, please retry by: (i) checking that you have the latest version of the browser installed (Chrome, Edge or Firefox); (ii) clearing your browser history and opening the site in a new browser (not a new tab within the same browser); or (iii) retry accessing the website using Mozilla Firefox browser or using another device. Click this link for detailed guidance on completing job applications: Instructions for candidates.