1.Position: Fleet Management Associate
Organizational Setting and Work Relationships
The Fleet Management Associate supports fleet management activities within the Area of Responsibility (AoR) ensuring compliance with UNHCR rules and procedures, cost-effectiveness, efficiency and professionalism in the management of the fleet. The incumbent maintains regular contact on a working level with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the AoR to facilitate the operation. The incumbent normally reports to a (Senior) Fleet Management Officer or Senior Fleet Management Associate.
The position can be located at UNHCR HQ, Regional Bureau, Country/Multi-Country/Field Offices.
All UNHCR staff members are accountable for performing their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.
Duties
- Apply UNHCR’s fleet management strategy when preparing plans for purchase of fleet assets or related maintenance and repair services. Conduct spend analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements. Advise the office(s) on maintaining an appropriate-sized fleet and how to optimise vehicle use though a pool or allocation system.
- Plan for acquisition, maintenance and replacement of fleet assets and accessories. Act as a focal person in vehicle ordering considering local fleet management replacement strategies and UNHCR short, – and medium-term requirements.
- Coordinate activities of implementing partners and/or contractors performing fleet related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
- Respond to requests for information and advice, coordinate responses from a range of entities to provide a clear, consistent and timely response to the counterparts.
- Provide support and assessment of fleet related needs within the AoR, including emergencies.
- – Collect information from concerned parties to ensure relevant and appropriate data is gathered and shared. Promote an understanding of concerns, objectives and priorities for fleet-related issues by providing information or expertise to interested parties.
- Provide fleet management reports, customized reports, and gather information on all fleet assets and provide in-depth reports periodically and when requested.
- Monitor the quality and accuracy of fleet-related data in relevant business systems. Compile and analyse statistical information, and identify trends and developments in fleet-related matters that will assist in decision-making. Monitor the utilization and perform updates of the Vehicle Tracking System (VTS) for vehicles within the AoR.
- Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on fleet management.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision-making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to a relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
- For G6 – 3 years relevant experience with a High School Diploma; or 2 years relevant work experience with a Bachelor’s or equivalent or higher
Field(s) of Education
- Not applicable.
Certificates and/or Licenses
- Engineering; Logistics; Supply chain;
- Business Administration; Commerce;
- Economics; HCR Supply Chain Lrng Prog;
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
- Ability to work in geographically diverse teams. High degree of integrity. Advanced Excel skills.
Desirable
- Knowledge of fleet Wave, VTS and any other vehicle management software is considered an asset. Experience and knowledge in fleet management.
Functional Skills
- SC-Supply Planning
- SC-Fleet Management
- SC-HCR Global Fleet Management Vehicle Insurance Scheme
- DV-Vehicle Management
- CO-Cross-cultural communication
- DV – Basic Vehicle Mechanical Skills
(Functional Skills marked with an asterisk* are essential)
Language Requirements
- For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
- For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
- For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
