Fleet Management Support

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO’s goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level. 

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources. 

Reporting Lines

• Under overall guidance of the FAO Representative in Pakistan, close collaboration with Assistant FAO Representative (Administration) and Direct Supervision of International logistics expert.

Technical Focus

• Ensure effective and efficient provision of logistics and fleet management support services, meeting client needs, and in compliance with FAO rules, regulations, policies, strategies and other resources to achieve the objectives of a campaign plan, project implementation and or any other strategies in the Country.

Tasks and responsibilities

• Supervise the fleet department and ensure fleet operations are carried out in compliance with FAO fleet policy and SOPs pertaining to fleet management in the Country.
• Ensure that the entire vehicles (organization owned and rented ones) are road worthy, fully functional, efficiently managed and properly maintained (preventive repair / maintenance to maintain efficient and safe use of vehicles).
• Keep close coordination with program team to ensure adequate support towards movements planning.
• Ensure a pro-active link between the field transport (needs) the program teams, the field fleet team (needs & support) and play a continuous interface role.
• Define the more relevant means of transport for personnel and process the administrative formalities related to (by road, by plane etc.).
• Ensure management of vehicle fleets is in line with FAO standards; ensure that appropriate allocation, safe use of vehicles is achieved throughout the activities, while guiding staff on processing Travel request TRs and  drivers are timely assigned and briefed to the task.
• Ensure systems are in place to effectively plan, coordinate and monitor staff travel.
• Conduct monthly review of all fleet reports (fleet utilization, maintenance & repair, fuel consumption etc.), identify variations, and correct them before submitting the final report to the supervisor.
• Review and update documents, templates and soft records in audit point of view covering each area of Fleet management
• Ensure a regular maintenance on the different vehicle of the project, setup appropriate maintenance contract with supplier or ensure an appropriate repair process with local technicians; 
• Review transport contract negotiation with contracted suppliers and follow up on daily utilization;
• Manage & monitor FAO contracts with personnel staff rental requirements.
• Manage and monitor FAO vehicle insurance contacts and ensure timely process of insurance coverage
• Ensure monitoring of fuel cards use, recording and updating of fuel records through the applicable systems and oversees the filling out of the logbooks by the drivers. Timely process of fuel payment and coordination with Fuel companies.
• Supervise directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of fuel consumption and utilization.
• Vehicles purchase & disposal tracking and coordinating with relevant department
• Assist in the purchase, receipt and inspection of spare parts for vehicles, oversees the works to be done by the Garage team, car washers and the courier deliverer etc.
• Take the lead on the review and updating the standard operation procedures (SOP) that guide on the process at different levels of Logistics and fleet management.
• Take on other ad hoc logistic and supply chain tasks as assigned by the supervisor and perform any other duty as and when required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

• Advanced University Degree from a recognized academic institution in one or more of the following areas is preferred: Logistics and Transport Management, Business Administration, Management, International Development or areas directly related to logistics operations or FAO programme areas;
• Five years of field experience of working in Logistics, transport and on Fleet Management.
• Working knowledge of English
• National of Pakistan

Source: https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?job=2403379