Administration Associate (Transport and Fleet Management)

Coordinates individual work areas and coaches personnel in the execution of standard office transactions, processes, and client services for work areas, ensuring full compliance with UNOPS rules, regulations, policies, and strategies and knowledge of the work areas;

Monitors team performance against service agreements with clients and client satisfaction;

Implements the control mechanism for designated administrative services, including maintenance of administrative control records such as commitments and expenditures for vehicle rentals, fuel, and vehicle maintenance;

Administers inventory control, supervising proper issuance of inventory items and supplies when required;

Reviews travel authorizations, documentation, and payments for vehicle cost recovery;

May be designated transactional role in OneUNOPS/Enterprise system;

Compiles data and researches information for planning financial resources/administrative budget for administrative services.

Facilitate the engagement and provision of high-qualityhigh quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development;

Provide oversight, ensuring compliance by team members with existing policies and best practices.

Ensures effective and efficient provision of logistics and asset management  support services, meeting client needs and in compliance with UNOPS rules, regulations, policies and strategies, covering;

Oversees implementation of logistics system in accordance with UNOPS logistical procedures;

Compiles information on administrative services provided for cost-recovery bills;

Supervise transportation services, including client service, regular vehicle maintenance, insurance, and consumption monitoring;

Ensures prompt reporting and investigation of vehicle accidents, damage, loss or theft of items; updates and maintenance of vehicle history report;

Supervises external contractors for transportation services, fuel, maintenance including client service and processing of invoices;

Develop and implement vehicle management and maintenance systems and Standard Operating Procedures (SOPs);

Provide support for VIP visitors, including secure convoy organization;

Ensure provision of vehicles and/or driver(s) for transporting authorized project and management personnel;

Track pertinent information for each individual office vehicle, such as insurance expiration date, motor number, license expiration date, chassis number, maintenance history, etc.;

Ensure that all drivers receive training and development and retain current licenses;

Conduct accident damage assessments, process vehicle accident reports and raise damage reports as required;

Advise project managers and procurement needs for the fleet and logistical requirements;

Ensure that all vehicles are licensed and insured as per the requirement of the host government;

Ensure good compliance from all staff/personnel with local office health and safety procedures;

Review/process purchase requisitions for parts and supplies;

Manage the UN Booking Hub.

Minimum of six years of relevant experience in general administrative, logistics, or operations support services in national or international public or corporate organizations is required.

Some experience in UN system organizations is desirable.

Proficiency in computers and office software packages (MS Office, GSuites) and experience in handling web-based management systems is desirable.

Experience in use of Enterprise systems including OneUNOPS is desirable.

Full working knowledge of English and Arabic is required.

Knowledge of a second UN or regional working language is an asset.