OBJECTIVES OF THE PROGRAMME
The mission of WHO’s Emergencies Preparedness and Response program is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.
WHO Fleet Services (WFS) objectives:
Improve effectiveness by:
- Ensuring transport availability, and effective relationships with with rental vehicle providers.
- Reduce transportation-related costs through:
- Studying cost-effective vehicle acquisition and recommending procurement options.
- Timely replacement of WHO vehicles.
- Timely preventive maintenance of all WHO vehicles.
- Realizing optimal disposal revenue from all vehicles.
- Reduce negative effects associated with road transport.
- Enhanced safety for WHO personnel and other road users.
- Reduced environmental impact through lower emissions.
- Recruit qualified and experienced drivers.
PURPOSE OF THE POSITION
In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the Fleet Manager is responsible for the provision of a well-rounded Fleet Management Service that enables WHO to successfully implement a rapid, fully functional emergency operation. This includes providing the Organization with the tactical means to perform its mission in the best possible conditions, organizing all requirements for transporting staff, guests and visitors, managing vehicles, and setting up appropriate and responsive staff transport programs. The incumbent may be deployed to emergency operations when required.
Within the Hub, the Fleet Manager will report to the Operations Support and Logistics Officer (1st level supervisor) under the overall guidance of the Regional Operations and Logistics Support Lead, who will also be the 2nd level supervisor. The Fleet manager specialist has front-line responsibility to ensure an optimally functional fleet of vehicles and supporting services to support all the emergency response operations and staff movements, which will include the management of all transportation activities and preventive maintenance schedules and programs.
Assignments also require ongoing contacts with counterparts from the local authorities to obtain proper clearances and permit, and deal with the delivery of vehicles, tools, and parts.
SUMMARY OF ASSIGNED DUTIES
Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties:
- Coordinate and arrange all vehicle transport requirements daily for staff, visiting WHO managers and guests, ensuring timely delivery, and applying rental options when authorized.
- Improve the end-to-end lifecycle for the WHO vehicle fleet, from supporting specification definition through purchasing to the delivery, maintenance, fuel management, and disposal.
- Monitoring fleet KPIs and performance.
- Produce and disseminate reports and information related to fleet management in a timely manner, analyze stock data, forecast, and prepare orders for spare parts, tires, and materials required for the operations.
- Ensure that all vehicles are well maintained and monitor preventive maintenance schedules in collaboration with manufacturers.
- Prepare a Response Plan with a corresponding budget (the plan may include a vehicle disposal /replacement plan).
- Ensure that all vehicles (rental & owned) are properly registered and have a Third-Party Liability (TPL) insurance according to the WHO policy.
- In collaboration with the HR Unit, identify and contract drivers, mechanics, and other support staff required for the smooth running of the fleet and deliveries. Assign duties, manage, and supervise staff and non-staff within the unit.
- Ensuring that all WHO drivers (staff & rental) are qualified and fit to drive the vehicle they are assigned.
- Monitor and track to ensure that fleet data, such as maintenance and fuel data, is captured in the fleet management systems.
- Maintain information related to maintenance and vehicle specifications in TRACPOINT.
- Identify quality garages, fuel, and rental service providers, support the establishment of procurement contracts, establish quality control mechanisms, undertake performance reviews on a regular basis. Manage and ensure that maintenance has taken place and validate the invoices.
- Ensure proper documentation, filing, and compilation of the repairs and maintenance done when releasing a vehicle for use.
- Ensure deployment and installation of technical equipment linked to the WHO automotive Fleet (e.g., Teramar / Tracpoint System), etc.
- Ensure appropriate registration and licensing of the vehicle fleet.
- Develop and maintain a database of service providers, ensure excellence in the delivery of services, prepare assessment reports, and ensure timely renewal of contracts and insurance policies.
- Contribute to OSL SITREP with Fleet components, as required.
- Performs any other related duties as required by the supervisor.
A first university degree in transport, logistics operations management, mechanical engineering, or a related field from an accredited/recognized institution.
Professional certification/qualification in fleet management and areas such as transport, distribution, and supply chain management. Degree or training in information management systems and their application to logistics, transport, or supply management and monitoring.
At least five (5) years of related experience and exposure, at national and international levels, in fleet management in international organizations/ institutions and/or managing emergency logistics operations.
- Prior working experience with WHO, UN agencies, health-cluster partners, recognized humanitarian organizations, or an international non-governmental organization.
- Experience or knowledge of import/export and customs administration.
FUNCTIONAL KNOWLEDGE AND SKILLS
- Excellent analytical skills with the ability to manage people and activities and multitask.
- Excellent skills and knowledge in Fleet Engineering, Logistics Management, and Emergency Operations.
- Working under pressure.
- Excellent organizational skills with strong problem-solving skills
- Excellent interpersonal skills with the ability to negotiate with and convince officials with tact and diplomacy.
- Ability to write clear and concise manner and to present information to achieve desired results.
- Knowledge or understanding of WHO mandate and goals in the emergency incident management context
2. Respecting and promoting individual and cultural differences.
4. Planning and Organization.
5. Client orientation.
Use of Language Skills
Expert knowledge of French.
Knowledge of English would be an asset.
Other Skills (e.g. IT Skills)
- Excellent knowledge of Microsoft Office applications, particularly Excel.
- Demonstrated computer skills with emphasis on database management to monitor supplies and inventory and forecast needs
- Demonstrated skills in using equipment such as radios and satellite phones.
- The duty station of this assignment is Dakar, Senegal
- Remuneration – this is a Special Service Agreement (SSA) contract at NO-C, with a annual remuneration of XOF 29 672 000
- Only candidates under serious consideration will be contacted.
- A written test may be used as a form of screening.
- If your candidature is retained for 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.
- For information on WHO's operations please visit: http://www.who.int.
- WHO is committed to workforce diversity.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- This is an assignment reserved for local recruitment; so only applications from Ethiopians will be considered.
- Applications from women are particularly encouraged.
- 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.
- The SSA holder shall perform the work as an independent contractor in a personal capacity, and not as a representative of any entity or authority. The execution of the work under a SSA contract does not create an employer/employee relationship between WHO and the SSA holder.
- WHO shall have no responsibility whatsoever for any taxes, duties, social security contributions or other contributions payable by the SSA holder. The SSA holder shall be solely responsible for withholding and paying any taxes, duties, social security contributions and any other contributions which are applicable to the SSA holder in each location/jurisdiction in which the work hereunder is performed, and the SSA holder shall not be entitled to any reimbursement thereof by WHO.
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