Supply Chain/Fleet Management Associate

Peace and Security Centre

The UNOPS Peace and Security Centre (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Centre on behalf of its clients.

Under the direct supervision of the Procurement Officer, the Supply Chain & Fleet Management Associate will be responsible for the following assigned tasks:

Fleet Management

• Supervise the drivers to ensure that UNOPS rules and regulations are complied with and the drivers have valid driving permits;
• Maintain daily drivers roster and monitor their attendance;
• Coordinate movement of vehicles and personnel with the Security focal person and Radio room at time of mission outside Baghdad or Erbil;
• Raise requisitions for repair and service; prepare Work Orders for the workshop contractor and properly maintain the vehicle maintenance filing system and records including vehicle history forms with their expenditures;
• Maintain accurate records of fuel consumption and consumable parts of vehicles and consolidate on a monthly basis using a standard vehicle log sheet;
• Responsible to inspect and assess the defect of the vehicle, in assistance from technical expert and recommend the actions required to repair the vehicle;
• Conduct quality assurance checks of the servicing and repairing of all UNMAS vehicles;
• Where applicable, certify contractor receipts/vouchers and invoices for vehicle repairs;
• Conduct random preventative maintenance inspections according to the maintenance plan for all UNMAS vehicles;
• Visit UNMAS field offices on a regular basis ensuring that adequate mechanical maintenance measures are being conducted on all vehicles;
• Assist the Logistics & Asset Management Assistant Officer while preparing RIR for newly procured vehicles;
• Coordinate and prepare all documentation required to retrieve and deploy vehicles to the field as instructed by the Logistics & Asset Management Associate or the Procurment Officer;
• Prepare and submits reports, statistics and other documentation as required by the UNMAS logistics section as and when required;
• Conduct random checks to verify status of the vehicles used by the drivers, make inquiries of damages, breakdowns and missing equipment related to vehicles;
• Provide advice as regards to local laws, traffic environments, local customs, etc.;
• Conduct training for the drivers; ensuring all drivers comply with UNOPS Administrative Instruction on ‘Road and Driving Safety’ and other relevant Organizational Directives/Administrative Instructions;
• Provide technical advice for assessment of UNOPS vehicles disposal;
• Provide inputs on quarterly basis for the budgeting purpose;
• Maintain an accurate inventory of all parts and consumables under the transport store and reports discrepancies;
• Responsible for the disposal process of used and defective vehicle;
• Liaise with the Iraqi Government entities for renewal of the registration books and plates for UNOPS vehicles;
• Perform any other relevant task assigned by PSC Iraq senior management

Procurement

The Supply chain and Fleet Management Associate will be responsible for the following procurement activities in collaboration with the Logistics & Asset Management Assistant:

• Assist the Procurement Officer in preparing RFQs, Explanatory Note to File and collecting quotations from local suppliers;
• Assist in procuring services of local contractors to conduct vehicle servicing or repairing;
• Maintain a database of short and long term contracts, of Purchase Orders, monitoring and recording the cumulative value of commitments and payments made to the same contractor;
• Monitor the expiry date of the contracts and ensure that procurement process is initiated well in advance by the Procurement personnel;
• Create vendor profile in oneUNOPS and maintain the UNOPS vendor data base;
• Create Purchase Orders in oneUNOPS system and maintain a tracking system until the payment is completed;
• Maintain orderly procurement files for the audit purposes; documenting the entire procurement process;
• Responsible for the management of the operational advance, prepare financial statements and insure the replenishment in due time, without disrupting the procurement process;
• Assist in the preparation of procurement documentation such as Request for Quotations (RFQ), Invitation to Bid (ITB) and Requests for Proposals (RFP);
• Prepare reports and monitor expenditures when appropriate;
• Maintain an accurate and complete filing system to all procurement activities to ensure transparency and accountability;
• Perform any other relevant task assigned by PSC Iraq senior management.

Education

• First level university degree (Bachelor or equivalent) in Business Administration, Logistics, Supply Chain, Procurement or related field with a minimum of two (2) years of relevant experience OR

• Secondary school (High School or equivalent) with a minimum of six (6) years of relevant experience is required

• Master degree is desired.

• Relevant experience is defined as experience in the field of Transport/Fleet Management, Procurement, Supply Chain or any other related field 

• Computer literacy and skills (MS Word, Excel, and Power Point etc.) is required

• Driving license is required

• Prior experience with the UN system or an international NGO is desired

• Knowledge of UNOPS rules and regulations is desired

• Fluency in English (speaking, reading, writing) is required

• Fluency in Kurdish (speaking, reading and writing) is required

• Fluency in Arabic (speaking, reading and writing) is desired

• Knowledge of another UN official language is desired.

• This is a local position, therefore only nationals of duty station (Iraq) or applicants with a valid residence permit will be considered.
• Qualified female candidates are strongly encouraged to apply.
• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• 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.

 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.