Fleet Management and Transportation Assistant-UNOCHA-(Nationals Only)

This position is open to Yemen Nationals Only 

BACKGROUND

The United Nations Office for the Coordination of Humanitarian Affairs (OCHA) in Yemen facilitates humanitarian action across the country. OCHA mobilizes and coordinates principled humanitarian response in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies, advocates the rights of people in need, supports emergency preparedness and response, and facilitates sustainable solutions for vulnerable people adversely affected by conflict and natural disasters. OCHA supports the work of the Humanitarian Country Team (HCT), the Inter-Cluster Coordination Mechanism (ICCM) national authorities, and other humanitarian partners including NGOs in Yemen.

Under the guidance and direct supervision of the National Administrative and Finance Analyst, the Fleet Management and Transportation Assistant (FMT Assistant) will provide support to office operations by performing a variety of standard administrative processes in relation to the fleet/transportation by ensuring high quality and accuracy of work. The Fleet Management and Transportation Assistant promotes a client, quality and results-oriented approach. 

The FMT Assistant will work in close collaboration with the Operations, Programme staff in the CO, and other UN agencies staff to exchange information and ensure consistent service delivery.

Position Purpose: 

Fleet Management and Transportation Assistant (FMT Assistant) will provide support to office operations by performing a variety of standard administrative processes in relation to the fleet/transportation by ensuring high quality and accuracy of work. The Fleet Management and Transportation Assistant promotes a client, quality and results-oriented approach.

 Key Duties and Accountabilities

1.) Ensures implementation of operational strategies, and proper fleet management focusing on the achievement of the following results:

• Full compliance with general services business processes ensuring that proper fleet management is performed in adherence to UN/OCHA rules, regulations, policies, and strategies.
• Ensure that all OCHA Armored Vehicles are MOSS compliant and conduct spot checks in coordination with the security unit to ensure MOSS compliance of vehicles. 
• Schedule and dispatch vehicles and drivers to meet transportation daily requirements. 
• Collaborates with Travel Associate ensuring proper airport and guest house pick-up and drop-off transportation services are provided to visitors and missions, and that their transportation needs are fully and efficiently addressed.
• Monitor vehicle locations and ensure timely arrivals and departures. 
• Coordinate with drivers to ensure adherence to routes and schedules. 
• Communicate with customers to address any transportation-related inquiries or issues. 
• Maintain accurate records of transportation activities, including driver logs, fuel usage, and vehicle maintenance. 
• Ensure compliance with transportation regulations and safety standards. 
• Handle administrative tasks related to transportation, such as preparing reports and maintaining documentation, Vehicle Maintenance plans, procurement of spare parts for vehicles, and preparation of reports for cost recovery. 
• Identify areas for improvement in transportation operations and recommend solutions. 
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established protocol for swift and easy data access as required. 

2.) Support effective administrative and financial control of the OCHA transport fleet focusing on the achievement of the following results:

• Monitor and track transportation costs, including fuel consumption and maintenance expenses. 
• Analyze cost data and identify opportunities to optimize fleet operations and reduce expenses. 
• Collaborate with finance and budgeting teams to ensure accurate budget allocation.
• Verify the accuracy and completeness of transportation requests, ensuring they comply with established policies and procedures. 
• Maintain proper documentation and records of transactions for audit and reporting purposes. 
• Collaborate with finance and accounting teams to reconcile billing records and resolve any discrepancies. 
• Monitor outstanding invoices and follow up with clients for timely payment.

3.) Support proper management of vehicle tracking system, vehicle maintenance, and monthly fleet/driver reporting:

• Monitor vehicle locations and movements in real-time using GPS tracking. 
• Identify and troubleshoot any issues with the tracking system and liaise with the relevant technical support teams for resolution. 
• Develop and implement a comprehensive maintenance schedule for all vehicles in the fleet. 
• Coordinate with drivers and mechanics to ensure regular servicing and repairs are done promptly. 
• Maintain accurate records of maintenance activities, including dates, costs, and parts replaced. 
• Conduct periodic inspections to identify and address any potential maintenance issues before they become major problems. 
• Prepare monthly reports on fleet performance, including vehicle utilization, fuel consumption, and maintenance expenses. 
• Ensures up-to-date insurance of all OCHA vehicles following the rules and regulations. 
• Ensures timely renewals of UNOCHA vehicle traffic registration.
• Analyze data and identify trends or areas for improvement in fleet operations. 
• Present reports to management and provide recommendations for optimizing fleet efficiency and reducing costs. 
• Ensure data accuracy and integrity by conducting regular audits and reconciliations. 

4.) Supports knowledge building and knowledge sharing and supervises the drivers, focusing on the achievement of the following results:

• Supervise and train drivers in the fleet management area and safety and security procedures. 
• Generate driver performance reports, including driving hours, adherence to schedules, and Compliance with safety regulations. 
• Administers time and attendance of drivers, and day-to-day scheduling of vehicles. 
• Quarterly preparation of the drivers’ leave plan
• Takes care of and follows up on drivers’ requests and issues and ensures they are timely attended and responded to.
• Assists drivers in the preparation of overtime, accident claims, and other reports.
• Briefing staff members on issues relating to the area of work. 
• Sound contributions to knowledge networks and communities of practice.

QUALIFICATIONS

Education:

• Secondary education is required.
• A university degree in Business Administration or Management or related fields will be given due consideration, but it is not a requirement.

Experience, Knowledge, and Skills:

• A minimum of 5 years (with a high school diploma) or 2 years (with a bachelor’s degree) in General or Business Administration or Management and, or Fleet Management experience is required at the national and/or international level. 
• Relevant working experience in fleet management with international organizations or within the United Nations is desirable. 
• Experience in Fleet Management and experience using Vehicle Tracking Systems, etc.is desired. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) desired.

Language Requirements:

Fluency in English and Arabic Languages (Oral and Written) is required.

COMPETENCIES

Core Competencies

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination:LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies

• Business Direction & Strategy-Entrepreneurial Thinking-Ability to create clarity around OCHA value proposition to beneficiaries and partners and to develop service offers responding to client needs based on OCHA’s organizational priorities and mandate.
• Business Direction & Strategy-Effective Decision Making-Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
• Business Direction & Strategy-Negotiation and Influence-Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and creates ‘win-win’ situations.
• Business Development-Integration within the UN-Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations.
• Business Development-OCHA Representation-Ability to represent OCHA and productively share OCHA knowledge and activities; advocate for OCHA, its values, mission, and work with various constituencies.
• Administration & Operations-    Vehicle management-   Knowledge of policy & procedures on fleet management 
• Business Management-Communication-Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. 
• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Note: Candidates found suitable and not selected for the announced duty station, may be selected for other similar positions at the same level grade and with similar job descriptions, experience, and educational requirements in any of the following duty stations: Sana’a, Aden, Hodeida, Ibb, Saada, Marib, Mukha, Mukalla, Hajjah, Al Jowf, Al Baida, Taizz and Al Turbah

Note:

• “Please upload copies of your academic qualifications and 3 latest Performance Evaluations (if applicable)”

Applicant information about UNOCHA rosters

UNOCHA reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNOCHA at the same grade level and with similar job descriptions, experience, and educational requirements.

Non-discrimination

• UNOCHA has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 
• UNOCHA  is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin, or other status.

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