Administration Senior Assistant-Transportation & Fleet Coordination
Jerusalem
- Organization: UNOPS - United Nations Office for Project Services
- Location: Jerusalem
- Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Logistics
- Administration
- Transport and Distribution
- Supply Chain
- Managerial positions
- Closing Date: Closed
Background Information - UNOPS
UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.
General Background
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners; peacebuilding, humanitarian and development
projects around the world. UNOPS supports partners to build a better future by providing services that
increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development
projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project
management, procurement and infrastructure services to a wide range of governments, donors and
United Nations organizations.
Jerusalem Office
Since the opening of the Jerusalem Office in 2006, UNOPS has significantly strengthened its operations
in the Occupied Palestinian Territory. Our expert knowledge, skills and management systems contribute to the sustainable development of public infrastructure in Gaza and the West Bank, including Area C and East Jerusalem.
Background Information - Job-specific
Under the direct supervision of the Head of Support Services, the Administration Senior Assistant
provides support to office operations performing a variety of Fleet & transportation processes,
ensuring efficient, client oriented and effective service delivery in a most effective manner.
provides support to office operations performing a variety of Fleet & transportation processes,
ensuring efficient, client oriented and effective service delivery in a most effective manner.
Functional Responsibilities
The Administration Senior Assistant will be responsible for the following:
● Develop and implement vehicle management and maintenance systems and Standard Operating Procedures (SOPs) in accordance with UNOPS vehicle management policy, rules and procedures;
● Organize, manage and supervise the use of all vehicles in line with UNOPS policy, and report any non-compliance;
● Organize, in accordance with the UNOPS policies, rules and procedures, all documentation regarding usage of vehicles, including a vehicle allocation policy;
● Ensure provision of vehicles and/or driver(s) for the transport of authorized project and management personnel;
● Coordinate schedules and ensure driver support is provided to JRS operations, as required.
● Ensure availability of all required vehicle documents/supplies, including insurance and license/registration, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts, and all equipment required by UNDSS;
● Review the vehicle logs monthly for reasonability of mileage and tracking of personal use as per JRS transportation procedures;
● Ensure that all vehicles are licensed and insured as per the requirements of the host government;
● Maintain and update JRS vehicle and transportation policy in order to standardize the fleet procedures;
● Develop and implement a repair and maintenance system for all JRS vehicles;
● Provide inputs to Procurement regarding vehicle purchases and maintenance requests;
● Provide support regarding customs clearance, tax exemption, licensing and registration of vehicle;
● Ensure that all drivers receive continuation training and development and retain current licenses;
● Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
● Conduct accident damage assessments, process vehicle accident reports and raise damage reports as required;
● Track pertinent information for each individual official vehicle, such as, insurance expiration date, motor number, license expiration date, chassis number, etc;
● Ensure cost-savings through proper use of office vehicles through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports, vehicles use tracking, cost recovery, and other administrative duties;
● Interact with entities of the UN, GOI, and PA in regards to transport related matters;
● Ensure that daily checks are performed on all vehicles;
● Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
● Ensures provision of reliable and secure driving services by a) driving office vehicles for the transport of authorized personnel and delivery and collection of mail, documents and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
● Ensure compliance from all staff and drivers with local office fleet health and safety procedures;
● Perform any duties, as required.
Monitoring and Progress Controls
Successful completion of the tasks explained in the previous paragraph. Successful and timely delivery of
all fleet and transportation activities, in accordance with UNOPS rules and regulations and JRS
procedures.
Final Product
● Ensure vehicles are serviceable, functioning and available for tasking
● Ensure all required administration including vehicle logs, maintenance schedules etc are
completed and current
● Ensure vehicle movement is completed in a safe and timely manner
● Development and implementation of guidelines/SOPs relating to fleet management and
transportation, including a fleet (standardization) policy
● Establishment and implementation of a repair and maintenance system for all JRS vehicles
● Develop and implement vehicle management and maintenance systems and Standard Operating Procedures (SOPs) in accordance with UNOPS vehicle management policy, rules and procedures;
● Organize, manage and supervise the use of all vehicles in line with UNOPS policy, and report any non-compliance;
● Organize, in accordance with the UNOPS policies, rules and procedures, all documentation regarding usage of vehicles, including a vehicle allocation policy;
● Ensure provision of vehicles and/or driver(s) for the transport of authorized project and management personnel;
● Coordinate schedules and ensure driver support is provided to JRS operations, as required.
● Ensure availability of all required vehicle documents/supplies, including insurance and license/registration, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts, and all equipment required by UNDSS;
● Review the vehicle logs monthly for reasonability of mileage and tracking of personal use as per JRS transportation procedures;
● Ensure that all vehicles are licensed and insured as per the requirements of the host government;
● Maintain and update JRS vehicle and transportation policy in order to standardize the fleet procedures;
● Develop and implement a repair and maintenance system for all JRS vehicles;
● Provide inputs to Procurement regarding vehicle purchases and maintenance requests;
● Provide support regarding customs clearance, tax exemption, licensing and registration of vehicle;
● Ensure that all drivers receive continuation training and development and retain current licenses;
● Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
● Conduct accident damage assessments, process vehicle accident reports and raise damage reports as required;
● Track pertinent information for each individual official vehicle, such as, insurance expiration date, motor number, license expiration date, chassis number, etc;
● Ensure cost-savings through proper use of office vehicles through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports, vehicles use tracking, cost recovery, and other administrative duties;
● Interact with entities of the UN, GOI, and PA in regards to transport related matters;
● Ensure that daily checks are performed on all vehicles;
● Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
● Ensures provision of reliable and secure driving services by a) driving office vehicles for the transport of authorized personnel and delivery and collection of mail, documents and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.
● Ensure compliance from all staff and drivers with local office fleet health and safety procedures;
● Perform any duties, as required.
Monitoring and Progress Controls
Successful completion of the tasks explained in the previous paragraph. Successful and timely delivery of
all fleet and transportation activities, in accordance with UNOPS rules and regulations and JRS
procedures.
Final Product
● Ensure vehicles are serviceable, functioning and available for tasking
● Ensure all required administration including vehicle logs, maintenance schedules etc are
completed and current
● Ensure vehicle movement is completed in a safe and timely manner
● Development and implementation of guidelines/SOPs relating to fleet management and
transportation, including a fleet (standardization) policy
● Establishment and implementation of a repair and maintenance system for all JRS vehicles
Education/Experience/Language requirements
Education
● Completion of secondary school with five (5) years of experience is required;
● Diploma Certificate in Business Administration, Logistics or equivalent disciplines with two (2) additional years of relevant professional experience disciplines may be accepted;
● First University Degree in Business Administration, Logistics or equivalent disciplines will be an added advantage & may substitute some of the required years of experience.
Work Experience
● 5 years of progressive experience ( based on academic accreditation) in a transportation and fleet coordination at the national level;
● Experience working with UN/NGO’s is desirable.
● Experience in interaction with transportation entities of the GOI( Government of Israel ) is required;
● Experience with UNOPS policies and procedures is highly preferable but not required;
● Experience in the West Bank is preferable but not required
● Experience in supporting projects and team management.
● Experience in dealing with customers and clients and providing a high degree of customer support, education, and service.
Languages
● Fluency in English, Arabic and Hebrew is essential.
● Completion of secondary school with five (5) years of experience is required;
● Diploma Certificate in Business Administration, Logistics or equivalent disciplines with two (2) additional years of relevant professional experience disciplines may be accepted;
● First University Degree in Business Administration, Logistics or equivalent disciplines will be an added advantage & may substitute some of the required years of experience.
Work Experience
● 5 years of progressive experience ( based on academic accreditation) in a transportation and fleet coordination at the national level;
● Experience working with UN/NGO’s is desirable.
● Experience in interaction with transportation entities of the GOI( Government of Israel ) is required;
● Experience with UNOPS policies and procedures is highly preferable but not required;
● Experience in the West Bank is preferable but not required
● Experience in supporting projects and team management.
● Experience in dealing with customers and clients and providing a high degree of customer support, education, and service.
- Valid Israeli Driving License.
Languages
● Fluency in English, Arabic and Hebrew is essential.
Competencies
| Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. |
| Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. |
| Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). |
| Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. |
| Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. |
| Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. |
| Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. |
Contract type, level and duration
Contract type: Local ICA Support
Contract level: LICA 05, ICS 05Contract duration: Open-ended, subject to organizational requirements, availability of funds and
satisfactory performance.
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
- Please note that the closing date is midnight Copenhagen time
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
- Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.
This vacancy is now closed.
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