Fleet Logistics Assistant

Freetown

Organization: UNOPS - United Nations Office for Project Services
Location: Freetown
Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
Occupational Groups:
- Administrative support
- Logistics
- Administration
- Supply Chain
Closing Date: Closed

Background Information - Job-specific

Under the guidance and direct supervision of the Logistics Officer and the Programme Support Officer, the Fleet Logistics Assistant manages and ensures the provision of efficient and timely logistic and transportation support services to Country Office and Operations/Project Centers. In the discharge of her/his duties, the Fleet Logistics Assistant liaises with UNOPS Programme Support Officers, Hub resource manager, Project Managers and Logistics Team in order to ensure consistent service delivery. She/he will Perform unskilled to skilled maintenance, preventative maintenance and general repairs to Organizational vehicles and generators as assigned as needed. The Logistics Fleet Assistant promotes a client, quality and results-oriented approach.

Functional Responsibilities

Summary of Key Functions:

Provision of reliable logistics support and asset management
Management of transport and technical services
Administrative support and Security-related issues
Support to knowledge building and knowledge sharing

1. Ensures provision of reliable logistics support and asset management, focusing on achievement of the following results:

Establishment and implementation of a comprehensive logistics system in accordance with UNOPS Logistical Procedures
Ensuring proper maintenance and safe and secure storage of all office equipment and property including vehicles
Establishment and maintenance of accurate inventory lists and adequate property records for the office as well as for projects
Careful monitoring of the movement of equipment into and within the area of responsibility;
Set up and implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy
Assessment and requisition of supply needs for office premises and equipment
Receipt of goods and equipment for the office, inspection and report preparation

2. Provides transport and technical services, focusing on achievement of the following results:

Establishment and maintenance of vehicle management system in accordance with UNOPS vehicle management policy and procedures.
Ensuring proper maintenance, servicing and repair of all office vehicles, generators for top performance and safe operating conditions.
Maintenance of daily vehicle inspection (check list)
Accurate daily vehicle log to review and control petrol consumption and mileage.
Preparation of Monthly Trip Tickets for vehicle fleet
Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.
Efficient building management and maintenance activities.
Monitors fuel consumption for vehicles and generators maintenance
Effective utilization of office resources in a most cost-effective manner.
Keeps equipment available for use by inspecting and testing vehicles; completing preventive maintenance such as, engine tune-ups, oil changes, tire rotation and changes, wheel balancing, replacing filters.
Maintains vehicle functional condition by listening to operator complaints; conducting inspections; repairing engine failures; repairing mechanical and electrical systems malfunctions; replacing parts and components; repairing body damage.
Verifies vehicle serviceability by conducting test drives; adjusting controls and systems.
Complies with country vehicle requirements by testing engine, safety, and combustion control standards.
Maintains vehicle appearance by cleaning, washing, and painting.
Maintains vehicle records by recording service and repairs.
Keeps shop equipment operating by following operating instructions; troubleshooting breakdowns; maintaining supplies; performing preventive maintenance; calling for repairs.
Contains costs by using warranty; evaluating service and parts options.
Accomplishes maintenance and organization mission by completing related results as needed.

3. Provides administrative support and Security-related issues focusing on achievement of the following results:

Assistance in proper control of the supporting documents for payments related to travel.
Processing of financial documentation (vouchers, supporting documents, etc.) and maintaining internal expenditures control system by ensuring that vouchers processed are matched and completed, transactions are correctly recorded and posted in oneUNOPS;
Follow-up with clients and other United Nations agencies for information relating to travel and Fleet payments.
Establishment of a security warden system for the Office and liaise with UNDSS on security matters.
Guidance and supervision to the security guards for safeguarding the staff and premises.
Update of security briefing note and briefing of staff and UNOPS visitors on security-related matters.
Maintenance of the proper and complete filing system for fleet records and documents

4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

Participation in the trainings for the programme, operations and projects staff on logistics and transport related subjects.
Sound contributions to knowledge networks and communities of practice

Impact of Results:
The key results have an impact on the execution of the logistics, transport and technical services in terms of timeliness, cost-effectiveness and quality of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider.

Education/Experience/Language requirements

Education:

Completion of Secondary School with relevant certification/ High School Diploma Certification.

Applicants with Diploma Certificate in Administration, Logistics, Project Management with three (3) years of relevant work experience will be considered.

Experience:
5 years relevant experience at the national in providing administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results.

Ability to work with computer and office software packages (MS Office 2003 and/or newer version) and knowledge of spreadsheet and database packages will be an asset.

Experience in transport/Mechanics in an added advantage.

Language:

Fluency in written and oral English is required.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Functional competencies

Knowledge Management and Learning

Shares knowledge and experience
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

Ability to translate and apply business acumen and technical expertise into UNOPS operations and good understanding of UNOPS operations procedures
Organized, attention to detail, able to prioritize and process large volume of work
Competent level of computer literacy – MS Office as a minimum;
Ability to interact and communicate within a team and with clients
Keen sense of ethics and integrity in dealing with clients and service providers.
Demonstrated behaviour of professional and personal ethics, transparency and openness.

Leadership and Self-Management

Ability to adhere to work assignments and meet designated deadlines.
Focuses on result for the client and responds positively to feedback.
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Responds positively to critical feedback and different points of view

Contract type, level and duration

Contract type: Local Individual Contract Agreement (LICA)
Contract level: LICA 5
Contract duration: 1 Year

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

Please note that the closing date is midnight Copenhagen time
This is a National (Local) Position for Sierra Leoneans.
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

This vacancy is now closed.
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