Administrative Officer (Fleet) – United Nations World Food Programme (WFP)

Job: Administrative Officer (Fleet)

Organization: United Nations World Food Programme (WFP)

Duty Station: Kampala, Uganda

Reports to: Head of Administration

Grade: NOA

About WFP:

United Nations World Food Programme (WFP) 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. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to United help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

Job Summary:  The Administrative Officer (Fleet) will support the delivery of quality, customer-focused, value for money transport services that enable staff in the Country/Area/Field Offices to deliver food humanitarian and developmental assistances to the people we serve in Uganda. The role reports to Head of Administration, will liaise and co-operate with COs Administrative unit team and other Functional Units/Area/Field Offices within the Uganda Country Office with emphasis particularly on Fleet Management.

Key Duties and Responsibilities:

• Prepare annual plans and ensure availability of funds as well as timely outsourcing of services.
• Prepare/update Terms of Reference (TORs) for the tendering process and update when required the Standard Operational Procedures (SOPs).
• Ensure consistent and persistent travel planning on monthly and quarterly basis.
• Analyzing the data summarized by fleet management software is a core part of the role.
• Conduct analysis of vehicle status and make recommendations for timely replacement, including
• determining the size and type of vehicles in order to improve cost-efficiency.
• Manage vehicle related costs on fuel, repairs and maintenance to ensure timely payment, build and develop vendor relationships as well as implement the International Public Sector Accounting Standards (IPSAS) through timely recognition of goods and services, including Purchase Requisition/Purchase Order creation and verify accuracy and completeness of all invoices and satisfied for further processing and payment
• Ensure vehicle repairs and maintenance are performed in accordance to the standard established to achieve maximum reliability with minimum downtime.
• Developing, implementing and enforcing corporate best practices, policies and procedures of fleet management and corporate rules and regulations.
• Supervise and Implement the CO/WFP corporate road safety policy and procedure which includes, planning and supporting effective on the job training
• Prepare vehicle Fleet performance and operating cost and related periodic reports; Ensure timely, accurate and complete fuel maintenance and other fleet management transaction data are entered in the FMS (Fleet Management System) by the responsible staff in all offices.
• Produce reports and information as required by the Organization promptly and on a timely basis via FMS and VTS (Vehicle Tracking System) Prepare periodical report on Fleet management key performance indicators such as operational cost performance, light vehicle utilization including rental vehicles where applicable, safety performance etc.
• Manage the private use of WFP vehicles & billing to finance; up-date vehicle accident records and review/ analysis fuel consumption
• Meeting compliance responsibilities improve driver safety by reducing the risk of accidents. As well as lower costs associated with accidents and potential fines.
• Provide technical advice and assistance to transport supervisors, and other fleet staff; conducts periodic performance reviews to ensure the standardization approach is on target.
• Ensure that all vehicles have the appropriate insurance coverage, initiate, and follow up on all claims with the local company as well as GVLP insurance policy.
• Ensure timely accident reporting and accident follow up in accordance with WFP guidelines.
• Supervise and Monitor the performance of WFP Light Vehicles (LVs) in the country to achieve optimum utilisation, guide CO, AOs and FOs on vehicle routing & scheduling for effective, efficient and safe LV fleet management in line with WFP corporate policy and CO strategy

Qualifications, Skills and Experience:

• The ideal candidate for the United Nations World Food Programme (WFP) Administrative Officer (Fleet) job vacancy must hold a bachelor’s degree from an accredited university or college in Mechanical Engineering, Logistics / Supply chain, Business Administration or another related field.
• A minimum of five years of professional experience in fleet/transport management
• Excellent Communication and interpersonal skills.
• Computer and software skills: familiar with fleet-specific programs like route navigation software and logistics and supply chain software. Good working knowledge with the complete Microsoft Office suite, proficient in MS Excel. Ability to analyze, interpret and identify process improvements
• Finance and accounting literacy: Ability to review financial information (balance sheet) and how to establish a departmental and fleet budget.
• Ability to supervise staff: Supervision, coaching and mentoring skills and ability of building cohesive and high performing team.
• Understanding of what’s under the hood: Ability to understand vehicle systems, mechanics, and technology.
• Knowledge of applicable laws and regulations: well-versed in the environmental and safety laws, regulations, and rules that are relevant to fleet management.
• Language: Fluency in oral and written english

Competencies:

• Business Support Services & Reporting: Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management for Administration and Engineering: Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
• Resource Management for Administration and Engineering: Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Specialised Knowledge in Administrative Services: Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.
• Customer Focus: Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

How to Apply:

All suitably qualified candidates who wish to join the United Nations World Food Programme (WFP) are encouraged to apply online at the link below

Click Here

Deadline: 4th February 2021