Job Description

Vacancy Announcement No. 833288
Job Title: Business Support Assistant- Fleet
Contract Type/Grade: G4
Duty Station:  Mogadishu, Somalia
Contract Duration: 1 year (Initial)
Date of Issue: 6 th June , 2024 |

Closing Date: 19th June, 2024

POSTING DATE :

  Posting Date: 6th June 2024                                                                                              Closing Date: 19th June 2024 

ABOUT WFP

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

WHAT WILL YOU DO

Vehicle Management:

• Assist in maintaining accurate records of the fleet inventory, including vehicle details, insurance, and registration documents.
• Coordinate with the drivers, and the fleet Associate to ensure timely and appropriate maintenance and repair of vehicles.
• Assist in monitoring and tracking vehicle usage, fuel consumption, and mileage.
• Support the implementation of vehicle disposal processes in compliance with WFP policies and procedures.
• Assist in the coordination of vehicle inspections and assessments

Transportation Arrangements:

• Coordinate transportation arrangements for international and national staff, including airport transfers, field visits, and meetings.
• Ensure compliance with security protocols and procedures during transportation activities.

• Liaise with drivers to ensure their availability and readiness for assigned transportation tasks.

• Maintain accurate records of transportation requests and related expenses.
• Coordinate with the rented vehicle company for staff shuttle management and missions.

Fuel Transaction Records:

• Update fuel transaction records for both generators and vehicles in the Fleet Management System.
• Using the Fuel Application, checks and validates fuel entries made by the drivers using mobile phones, and reports any discrepancies and issues that arise from the application.
• Monitor fuel consumption and report any discrepancies or concerns to the Fleet focal person.
• Assist in reconciling fuel records with fuel station invoices and receipts.

Maintenance Costs and Job Cards:

• Record maintenance costs and job cards in the Fleet Management System.
• Assist in preparing maintenance and repair schedules based on vehicle condition and manufacturer recommendations.
• Coordinate with the Fleet Officer to ensure timely execution of maintenance and repair tasks.
• Monitor and report on maintenance costs, identifying any cost-saving opportunities.
• Support in Overall Fleet Management System (FMS):
• Provide assistance in the implementation and utilization of the Fleet Management System.
• Support in training and capacity-building initiatives related to FMS for staff members involved in fleet operations including drivers.
• Assist in generating and analyzing fleet-related reports from the FMS.
• Contribute to the continuous improvement of the FMS through feedback and suggestions

Experiences and Qualifications

Education:

• Certificate of Secondary school education or university degree (Diploma bachelor’s degree) in a relevant field.

Experience:

• Minimum of 4 years of relevant experience with secondary certificate or 1 year of experience with university degree in general administrative work specially in fleet management, transportation Management within Government Institutions, UN environment, international Organization, or big scale private sectors

Languages:

• Fluency in oral and written communication in English and Somali

ARE YOU COMPETENT FOR THIS JOB? DO YOU HAVE

Fleet Management:

• Knowledge of fleet management principles, practices, and procedures. Understanding of vehicle maintenance, fuel management, and transportation coordination.

Record-Keeping:

• Ability to maintain accurate and up-to-date records of fleet inventory, vehicle details, maintenance costs, fuel transactions, and transportation arrangements. Attention to detail and proficiency in data entry.

Communication Skills:

• Strong verbal and written communication skills to effectively coordinate with drivers, staff members, and external stakeholders. Ability to convey information clearly and professionally.

Organization and Time Management:

• Excellent organizational skills to manage multiple tasks and prioritize work effectively. Ability to meet deadlines and work under pressure in a fast-paced environment.

Computer Skills:

• Proficiency in using computer applications, including MS Office (Word, Excel, Outlook). Familiarity with Fleet Management Systems (FMS) or similar software is an advantage.

Analytical Skills:

• Ability to analyze fleet-related data, generate reports, and identify trends or areas for improvement. Basic understanding of financial analysis to monitor maintenance costs and identify cost-saving opportunities.

Problem-Solving:

• Strong problem-solving skills to address fleet-related issues and make effective decisions. Ability to troubleshoot vehicle maintenance problems and coordinate timely repairs.

Teamwork and Interpersonal Skills:

• Ability to work collaboratively with the Fleet Officer, drivers, and other staff members. Good interpersonal skills to build positive relationships and maintain effective communication.

Knowledge of Safety and Security Protocols:

• Understanding of safety and security protocols related to transportation activities. Ability to ensure compliance with security procedures during transportation arrangements.

Adaptability:

• Flexibility to adapt to changing circumstances and work in challenging environments. Willingness to learn and improve knowledge and skills related to fleet management.
   

TERMS AND CONDITIONS

Contract Duration: 1 year (Initial) 

Skills Required

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