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Job Title:    Administrative Officer
(Fleet)

Organization: United
Nations World Food Programme (WFP)

Duty Station:
Kampala, Uganda

Reports to: Head
of Administration

Grade: NOA

 

About WFP:

United Nations World
Food Programme (WFP) is the world’s largest humanitarian agency, fighting
hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger
in our lifetimes. Every day, WFP works worldwide to ensure that no child goes
to bed hungry and that the poorest and most vulnerable, particularly women and
children, can access the nutritious food they need. In emergencies, WFP gets
food to where it is needed, saving the lives of victims of war, civil conflict
and natural disasters. After an emergency, WFP uses food to United help
communities rebuild their lives. On average, WFP reaches more than 80 million
people with food assistance in 80 countries each year. The organization has the
global footprint, deep field presence and local knowledge and relationships
necessary to provide access to food and contribute to lasting solutions,
especially in many of the world’s most remote and fragile areas.

 

Job Summary:  The Administrative Officer (Fleet) will support
the delivery of quality, customer-focused, value for money transport services
that enable staff in the Country/Area/Field Offices to deliver food
humanitarian and developmental assistances to the people we serve in Uganda.
The role reports to Head of Administration, will liaise and co-operate with COs
Administrative unit team and other Functional Units/Area/Field Offices within
the Uganda Country Office with emphasis particularly on Fleet Management.

 

Key Duties and Responsibilities:  

·       
Prepare
annual plans and ensure availability of funds as well as timely outsourcing of
services.

·       
Prepare/update
Terms of Reference (TORs) for the tendering process and update when required
the Standard Operational Procedures (SOPs).

·       
Ensure
consistent and persistent travel planning on monthly and quarterly basis.

·       
Analyzing
the data summarized by fleet management software is a core part of the role.

·       
Conduct
analysis of vehicle status and make recommendations for timely replacement,
including

·       
determining
the size and type of vehicles in order to improve cost-efficiency.

·       
Manage
vehicle related costs on fuel, repairs and maintenance to ensure timely
payment, build and develop vendor relationships as well as implement the
International Public Sector Accounting Standards (IPSAS) through timely
recognition of goods and services, including Purchase Requisition/Purchase
Order creation and verify accuracy and completeness of all invoices and
satisfied for further processing and payment

·       
Ensure
vehicle repairs and maintenance are performed in accordance to the standard
established to achieve maximum reliability with minimum downtime.

·       
Developing,
implementing and enforcing corporate best practices, policies and procedures of
fleet management and corporate rules and regulations.

·       
Supervise
and Implement the CO/WFP corporate road safety policy and procedure which
includes, planning and supporting effective on the job training

·       
Prepare
vehicle Fleet performance and operating cost and related periodic reports;
Ensure timely, accurate and complete fuel maintenance and other fleet
management transaction data are entered in the FMS (Fleet Management System) by
the responsible staff in all offices.

·       
Produce
reports and information as required by the Organization promptly and on a
timely basis via FMS and VTS (Vehicle Tracking System) Prepare periodical
report on Fleet management key performance indicators such as operational cost
performance, light vehicle utilization including rental vehicles where
applicable, safety performance etc.

·       
Manage
the private use of WFP vehicles & billing to finance; up-date vehicle
accident records and review/ analysis fuel consumption

·       
Meeting
compliance responsibilities improve driver safety by reducing the risk of
accidents. As well as lower costs associated with accidents and potential
fines.

·       
Provide
technical advice and assistance to transport supervisors, and other fleet
staff; conducts periodic performance reviews to ensure the standardization
approach is on target.

·       
Ensure
that all vehicles have the appropriate insurance coverage, initiate, and follow
up on all claims with the local company as well as GVLP insurance policy.

·       
Ensure
timely accident reporting and accident follow up in accordance with WFP
guidelines.

·       
Supervise
and Monitor the performance of WFP Light Vehicles (LVs) in the country to
achieve optimum utilisation, guide CO, AOs and FOs on vehicle routing &
scheduling for effective, efficient and safe LV fleet management in line with
WFP corporate policy and CO strategy

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the United Nations World Food Programme
(WFP) Administrative Officer (Fleet) job vacancy must hold a bachelor’s
degree from an accredited university or college in Mechanical Engineering,
Logistics / Supply chain, Business Administration or another related field.

·       
A
minimum of five years of professional experience in fleet/transport management

·       
Excellent
Communication and interpersonal skills.

·       
Computer
and software skills: familiar with fleet-specific programs like route
navigation software and logistics and supply chain software. Good working
knowledge with the complete Microsoft Office suite, proficient in MS Excel.
Ability to analyze, interpret and identify process improvements

·       
Finance
and accounting literacy: Ability to review financial information (balance
sheet) and how to establish a departmental and fleet budget.

·       
Ability
to supervise staff: Supervision, coaching and mentoring skills and ability of
building cohesive and high performing team.

·       
Understanding
of what’s under the hood: Ability to understand vehicle systems, mechanics, and
technology.

·       
Knowledge
of applicable laws and regulations: well-versed in the environmental and safety
laws, regulations, and rules that are relevant to fleet management.

·       
Language: Fluency in oral and written english

 

Competencies:

·       
Business
Support Services & Reporting: Applies strong ability to identify country level requirements and develop
customer focused solutions and action plans. Communicates data-based findings
in a highly impactful way that is tailored to the audience.

·       
Internal
Controls & Risk Management for Administration and Engineering: Utilises understanding of risk management
approaches and internal controls to monitor projects and programmes to confirm
regulatory compliance, ensure data integrity and ensure client satisfaction.

·       
Resource
Management for Administration and Engineering: Monitors trends in staffing and resource usage to anticipate and escalate
potential issues to programme leaders and key clients.

·       
Specialised
Knowledge in Administrative Services: Applies advanced theoretical understanding of administration best
practice, concepts and principles and thorough knowledge of WFP standards,
processes and infrastructure to ensure continuous improvement in the provision
of efficient and effective administration services, resolving complex issues as
they arise.

·       
Customer
Focus: Proactively monitors
performance and delivers high quality service to meet the needs of customers,
requesting customer feedback and taking ownership of customer problems that
arise. Pre-empts needs of customers based on experience.

 

How to Apply:

All suitably
qualified candidates who wish to join the United Nations World Food Programme
(WFP) are encouraged to apply online at the link below

 

Click
Here

 

Deadline: 4th February 2021

 

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