Fleet Management Assistant

Under the overall guidance and supervision of the Operations Manager (Operations Unit), the Fleet Management Assistant assists in the overall management of UNDP Fleet and transport, administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. The Fleet Management Assistant promotes a client, quality and results-oriented approach.

The Fleet Management Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
• Assist in developing fleet policies and procedures.

Ensures efficient administrative support, focusing on achievement of the following results:

• Organization and coordination of transport, shuttle services and shipments;
• Roster development and drivers’ workday management
• Track the vehicles across the country through vehicles tracking system and solve any issues related to the system
• Coordination of fleet and transport arrangements at Country Office and Projects level
• Provide data on cost recovery of the transportation services for external clients
• Coordinates the vehicle maintenance workflow and schedule.

Provides support to proper supply required for effective transport services, focusing on achievement of the following result:

• Coordination of vehicle management in the CO, timely preparation and submission of periodic vehicle Computerized reports.

Effective transport and fleet management support:

• Provision of effective transportation service to UNDP Staff and coordinate the daily vehicle booking for different official purposes;
• To dispatch and assign drivers for the various program and units of UNDP CO time by time;
• Coordinate logistics operations for each program according to updated Standard Operation Procedure
• Reviews and analyzes utilization documentation to recommend vehicle assignment to each department;
• Manage and coordinate transport related tasks including drivers daily, weekly and monthly schedules, leave plan and weekend duty roster etc.
• Effectively manage and supervise transport staff in consultation with the Operations Associate.
• Ensure third party insurance coverage and security of UNDP vehicles, equipment etc.
• Manage inventory system for UNDP vehicles and ensures that the inventory recording is up to date;
• Prepare maintenance schedules and agreements and effective monitoring tools to track vehicle services quality and operationality;
• Supervise the drivers to ensure that their maximum usage of their time, work life balance, work level comfort, fair and practical roster implantation, training and development, physical and moral discipline and compensation of their extra hours worked is prioritized;
• Vehicle Tracking System (VTS) is monitored live to ensure that engine idling is reduced to minimum, fuel consumption of the vehicles, performance of the drivers on the road, security map respect are closely monitored;
• Arrange periodic services of office vehicles;
• Review and clarify invoices and procurement documents related to the transport and maintenance;
• Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on Monthly basis;
• Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items;
• Preparation and implementation of Transport and maintenance work plan;
• Maintain accurate records of services, interventions and any malfunctions of the above;
• Maintain an accurate and enough spare parts and consumable stock for all vehicles within the area of responsibility;
• Preparing a manageable system for implementation of shifts to minimize the overtime and maximize the driver’s efficiency. Arraignments of daily, weekly and monthly dispatching;
• Assist in preparing and updating all UN vehicle driving permits and registration documents;
• Carry out other related duties as required.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Briefing/debriefing of staff members on issues relating to area of work;
• Sound contributions to knowledge networks and communities of practice;
• Coordinates regular refresher trainings for the drivers with the relevant units;
• Facilitates core and mandatory training activities for the fleet management team.

Innovation:

• Ability to make new and useful ideas work

Leadership:

• Ability to persuade others to follow

People Management:

• Ability to improve performance and satisfaction

Communication:

• Ability to listen, adapt, persuade and transform

Delivery:

• Ability to get things done while exercising good judgement

Technical/Functional:

Client Orientation:

• Ability to focus on results for clients by providing information, being accessible, understanding need and giving them due priority.

Knowledge Management:

• Ability to capture, develop, share and effectively use information and knowledge.

Operational Efficiency:

• Ability to identify and execute opportunities to improve operational efficiency.

Job Knowledge/Technical Expertise:

• Demonstrates comprehensive understanding and knowledge of the current guidelines and tools and utilizes these regularly in work assignments.

Education:

• High School Diploma;
• A first-level university degree in combination with 2 years of qualifying experience in Business Administration, public Administration, finance and related field may be accepted.

Experience:

• 5 years of relevant expereince at the national or international level in providing admistrative, financial and operational services;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of web-based management systems.

Language Requirements:

• Fluency in Arabic and English.

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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