Administration Assistant (Fleet Manager) (G5) Damascus CO OA48-2024

DEADLINE FOR APPLICATIONS

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change.

At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves.

To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP? 

• WFP is a 2020 Nobel Peace Prize Laureate.

• WFP offers a highly inclusive, diverse, and multicultural working environment.

• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.

• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

Organizational Context and Role:

The job holder is dedicated to support Syria Country  Office, Damascus  and to overall WFP country operations as needed. The post is under the Management Services Unit (Administration), and the job holder Oversees all fleet staff (drivers, dispatchers, fleet focal points) and vehicles  (soft skin and armored) in the country. 

Supervision received:

This post is based in Damascus and works under the direct supervision of the National MS Officer within Damascus office and overall responsibility of head of Management Services Office.

Job Purpose:

The Fleet Manager is responsible for overseeing the comprehensive management of the WFP's fleet operations, ensuring the efficient and secure transportation of WFP personnel, coordinate a  fleet of over 60 vehicles and drivers in Syria Country Office and manage the corporate Fleet Management Systems.

Contract Type: Fixed Term Contract (G5)
Duration: 12 months
Duty Stations: Damascus CO
Number of required employees: 1
 

Accountabilities and Key Responsibilities (not all-inclusive, nor exhaustive):

• Supervise a team of drivers in the Country Office and provide guidance and training to ensure the efficient provision of services to Syria Country Office.

• Compile vehicles need within the Country Office while working with key stakeholders including field offices in projecting vehicle requirements based on established standards or such industry acceptable methodologies.

• Work with key counterparts in receiving, distributing, tracking of vehicles, accident and incident reporting and schedule vehicles for service.

• Oversee that an updated inventory of all WFP vehicles is maintained and work closely with Asset Management and the fleet center colleagues, consolidate vehicles for disposal and follow-up on  procedures with relevant Government authorities within  WFP policy. Ensure that all LV & AV administrative requirements (including registration, insurance, data updates, reporting, etc.) are performed timely and all vehicle files are kept and properly archived.

• Work closely with the National MS Officer on the development the  fleet management replacement strategies within the Country Office considering country and WFP rules and regulations. Establish and maintain the system of preventive maintenance and repairs of all vehicles, ensuring that repairs meet manufacturer's specifications and requirement of WFP.

• Assess technical capacity of local workshops/service providers for vehicle servicing and repair, of both light vehicles and armoured ones. Participate in the market surveys for identification of suitable third party service providers.

• Oversee the status of maintenance and repair works on vehicles. Provide recommendation for acquisition, maintenance and replacement of fleet assets and parts.

• Coordinate the procurement, storage, issuing, dispatching and use of vehicle spare parts, and ensure accountability throughout the spare parts supply chain.

• Monitor the quality, timeliness and accuracy of the fleet data (utilisaton, fuel consumption, operational costs) in FMS. Compile and regularly analyse statistical information, identify trends and developments in fleet related matters, prepare comprehensive fleet reports, assisting decision making.

• Regularly monitor the utilisation and perform updates of the vehicle monitoring tools e.g. Vehicle Tracking System and the mobile fuel application for vehicles within the country Office. Supervise and monitor the performance of WFP LV & AV to achieve maximum utilization.

• Monitor AV life cycle management and coordinate AV inspections as per the corporate directive on AV management. 

• Follow-up on the recording of Car Pooling/Ride sharing activities of the fleet and ensure that this is recorded and invoiced in line with Co-operate requirements.

• Prepare regular briefings and progress reports on challenges and lessons learnt.

• Ensure the proper use of the UN booking Hub to plan/ schedule and address all staff requests, pre-approvals and approve / reject  trips or missions and follow-up where required.

• Be on stand-by as a critical staff to liaise with management and security in times of emergency.

• Is responsible for field support and ready to travel to the field as required. Being the main fleet focal point in the country, he/she will promote an understanding of the concerns, objectives and priorities for fleet issues by providing information or expertise to interested parties.

STANDARD MINIMUM ACADEMIC QUALIFICATIONS:

Education:

Completion of Secondary school education, preferably with a diploma in vehicle maintenance, engineering, , business administration, logistics, computer science, statistics, economics  or relevant field.

Experience:

Minimum 5 years of experience, composed of a minimum of 3 years or more of work experience in managing / operating humanitarian vehicle fleets in an international ‎organization, embassy or UN system, and two years or more in any other field, but preferably in the field of the position.

Knowledge & Skills:

• Working knowledge of fleet management system, vehicle tracking system and any other vehicle management software..
• Ability to analyse data using MS Suite tools and to prepare summary reports.
• Experience in the use of computers, including word processing, spreadsheet and other software in support of fleet management.
• Good knowledge of the operation of the vehicles and the interaction between the different parts of the vehicle.
• Ability to assess vehicles and identify issues for mechanical fitness and skills in minor vehicle repairs.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure technical manuals Basic skills to assist in case of emergency, knowledge of first aid basic methods.
• Knowledge and ability to use radio, email, telephone, mobile related applications and other tools.
• Ability to demonstrate strong communication skills, a client-oriented approach, high sense of responsibility, courtesy and tact.
• Ability to lead a big team of drivers and support staff. Ability to work in geographically diverse teams.
• Ability to demonstrate zero tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
• High degree of integrity. Knowledge of rules and regulations of conduct.

Language:

Fluency (Level C) in both oral and written communication in Arabic  and English

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is dedicated to fostering diversity, equity, and inclusion. Our recruitment process is inclusively crafted to welcome candidates of all backgrounds, celebrating diversity and ensuring a respectful environment for all. We aim for an accessible and fair recruitment journey. Should you need any reasonable accommodations or have accessibility concerns, please reach out to us confidentially at global.inclusion@wfp.org. Our DEI team is here to ensure your full participation in our recruitment process.

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.