External Emergency Roster - Fleet Manager

In the context of the WHO Health Emergencies Incident Management System (IMS), at the country level, the incumbent will oversee the fleet management, provide to the incident management team and responders rapid and secure fleet and transportation services to enable WHO to successfully implement a rapid, fully functional and efficient response to any health emergency. The incumbent will ensure that WHO vehicles are properly equipped, in compliance with relevant procedures for maintenance, tools, log books and related guidelines. Responsibilities also include contracting, training and supervising drivers, mechanics and other support staff as required, in close collaboration with the Administrative Officer and other management and administrative staff.

The mission of WHO’s Health Emergencies Programme (The Programme) is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Reporting to the Team Lead, under the overall guidance of the Incident Manager and Head of WHO Country Office, and working closely with counterparts at the respective Regional Office and HQ, within the delegated authorities, the incumbent has front-line responsibility for all aspects of the management of the incident’s fleet, at the country level. This involves ongoing contacts with all staff and responders to ensure that transportation needs and requirements are identified, vehicles are equipped, maintained and available at all times, as well as briefing of staff on the use of vehicles and equipment, contracting /training drivers, mechanics and other support staff. Assignments also require ongoing contacts with counterparts from the local authorities to obtain proper clearances and permits, and dealing with the delivery of vehicles, tools and parts. Contacts with other UN agencies, international partners and NGOs, to share experience and provide required support.

During deployment, the duty station may change, and duties may be modified, based upon the technical needs of the Programme.

1. Develop and ensure the implementation of effective fleet management tools and procedures, including drawing up guidelines for use in the operations areas, with particular attention to specific conditions and needs, ensuring timely and efficient support to emergency operations.

2. Ensure that all vehicles are properly equipped before their delivery to final destination, confirm the availability and good functioning of communications, safety and extra equipment, spare parts module and guidelines, log books are properly updated and maintained for all vehicles.

3. Proactively plan activities with the Team Lead and logistics staff within the affected areas to ensure the delivery of vehicles, including exact time of arrivals (ETAs), point of delivery, technical data needed for pre-clearance and local registration procedures.

4. Produce and timely disseminate reports and information related to fleet management, analyse stock data, forecast and prepare orders for spare parts, tires and materials required for the operations.

5. In collaboration with the HR Officer and other administrative/financial staff, identify and contract drivers, mechanics and other support staff required for the smooth running of the fleet and deliveries, assign duties, manage and supervise staff and non-staff within the unit.

6. Implement best practices and ensure that key performance indicators are maintained with set parameters. Continuously collect and compile data and information related to improvements required for standardization and development purposes of the Fleet Management.

7. Develop and maintain database of service providers, ensure excellence in delivery of services, prepare assessment reports, ensure timely renewal of contracts and insurance policies.

8. Perform any other related incident-specific duties, as required by the functional supervisor.

1. Teamwork

2. Moving forward in a changing environment

3. Ensuring the effective use of resources

4. Respecting and promoting individual and cultural differences

5. Communication

• Excellent organizational and managerial skills with the ability to multitask, identify and solve problems.

• Proven knowledge of vehicles equipment, including communications, safety and mechanics.

• Excellent interpersonal and leadership skills, complemented by ability to negotiate with and convince officials with tact and diplomacy.

• Ability to write in a clear and concise manner, and to present factual information.

• Knowledge of WHO, the UN System or NGO work in the field of response relief and/or of their practices and procedures as related to the work.

• First level university degree in Engineering, Mechanics or Logistics and Supply Management from an accredited and recognized academic institution.

• Professional certification in areas such as transport and/or logistics operations management.

• Training or knowledge of information management systems and their application to logistics, transport or supply management and monitoring.

• At least five (5) years of relevant professional work experience, at the national and international levels, in managing fleet logistics operations, part of which in emergency or humanitarian situations, and/or experience in fleet management operations in military, commercial or UN agencies, health cluster partners, recognized humanitarian organizations, nongovernmental or international organizations/institutions at field level.

• Prior humanitarian working experience in developing, with expertise in outbreaks and/or health emergency response.

• Excellent knowledge of English or French (depending on the country of assignment).

• Working knowledge of another WHO official language would be an asset.

• Excellent knowledge of Microsoft Office applications.