Management Services Assistant (Fleet Management)
Job Description
Job Posting Organization:
The United Nations World Food Programme (WFP) is the world’s largest humanitarian agency dedicated to fighting hunger globally. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who work tirelessly to ensure that vulnerable populations have access to food. The mission of WFP is to achieve Zero Hunger in our lifetimes, focusing on providing food assistance in emergencies, improving nutrition, and building resilience among communities. WFP Nepal's Country Strategic Plan (CSP) for 2019-2023 aims to address food insecurity and enhance nutrition through various strategic outcomes aligned with the Sustainable Development Goals (SDGs).
Job Overview:
The Management Services Assistant (Fleet Management) position is a crucial role within the WFP's Flood emergency-operation" style="border-bottom: 1px dotted #007bff !important;">Emergency Operation, operating under the Management Services (Administration) Unit. The incumbent will work directly under the supervision of the Management Services Officer in the Country Office. This role involves supporting vehicle assignments for emergency operations, collaborating with various stakeholders to ensure effective fleet management, and processing administrative actions related to fleet goods and services. The position requires a proactive approach to data management, enabling informed decision-making and resource management. The assistant will also be responsible for maintaining accurate records, ensuring vehicle maintenance, and supporting procurement processes related to fleet operations. This role is essential for ensuring that WFP can respond effectively to emergencies and maintain operational efficiency.
Duties and Responsibilities:
Required Qualifications:
The ideal candidate for the Management Services Assistant (Fleet Management) position should possess strong organizational skills, attention to detail, and the ability to work effectively in a team environment. Proficiency in data management and analysis is essential, along with a basic understanding of fleet administration and procurement processes. The candidate should demonstrate excellent communication skills and the ability to collaborate with various stakeholders. A proactive approach to problem-solving and the ability to work under pressure in emergency situations are also critical for success in this role.
Educational Background:
Candidates should have a minimum of a secondary school education, with a preference for those who have completed higher education in fields related to logistics, administration, or management. Relevant certifications in fleet management or logistics would be advantageous and demonstrate a commitment to professional development in this area.
Experience:
The position requires a minimum of two years of relevant experience in fleet management, logistics, or administrative support. Experience working in a humanitarian or emergency response context is highly desirable, as it demonstrates the ability to operate effectively under pressure and in challenging environments. Familiarity with UN systems and procedures would be an asset.
Languages:
Fluency in English is mandatory, as it is the working language of WFP. Knowledge of local languages, such as Nepali, is considered an asset and would enhance communication with local stakeholders and communities.
Additional Notes:
This position is a National UNV assignment based in Kathmandu, Nepal. It requires a high level of stamina and commitment, with flexibility to work under stressful emergency conditions, including the possibility of working during off-hours and weekends. The assignment offers full benefits and allowances relevant to the duty station, in accordance with UNV policies.
The United Nations World Food Programme (WFP) is the world’s largest humanitarian agency dedicated to fighting hunger globally. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who work tirelessly to ensure that vulnerable populations have access to food. The mission of WFP is to achieve Zero Hunger in our lifetimes, focusing on providing food assistance in emergencies, improving nutrition, and building resilience among communities. WFP Nepal's Country Strategic Plan (CSP) for 2019-2023 aims to address food insecurity and enhance nutrition through various strategic outcomes aligned with the Sustainable Development Goals (SDGs).
Job Overview:
The Management Services Assistant (Fleet Management) position is a crucial role within the WFP's Flood emergency-operation" style="border-bottom: 1px dotted #007bff !important;">Emergency Operation, operating under the Management Services (Administration) Unit. The incumbent will work directly under the supervision of the Management Services Officer in the Country Office. This role involves supporting vehicle assignments for emergency operations, collaborating with various stakeholders to ensure effective fleet management, and processing administrative actions related to fleet goods and services. The position requires a proactive approach to data management, enabling informed decision-making and resource management. The assistant will also be responsible for maintaining accurate records, ensuring vehicle maintenance, and supporting procurement processes related to fleet operations. This role is essential for ensuring that WFP can respond effectively to emergencies and maintain operational efficiency.
Duties and Responsibilities:
- Support vehicle assignment for flood emergency operations through UN System Mobility, ensuring timely and efficient allocation of resources.
- Collaborate with the Management Services Assistant (Fleet Management) to plan, monitor, and process administrative actions related to fleet management.
- Identify the requirements for fleet goods and services, including maintenance, and process necessary administrative actions.
- Collect and analyze data to support the management of fleet operations, enabling effective decision-making.
- Work closely with WFP Procurement, Fleet Center, UN Fleet, and local vehicle vendors to facilitate procurement processes for fleet-related needs.
- Process settlements of fleet invoices, ensuring that Key Performance Indicators (KPIs) are maintained within established parameters.
- Regularly update the Fleet Management System (FMS) with fleet and fuel data, overhead costs, and fuel reconciliation.
- Provide input to improve routine methods and practices in fleet management.
- Assist the Management Services Assistant (Fleet Management) with protocol responsibilities, including visa and exemption processes. 1
- Manage and maintain both paper and electronic records in accordance with established procedures for easy access to data. 1
- Ensure that vehicles are well-maintained and cleaned daily by drivers. 1
- Maintain vehicle logbooks and update fuel consumption reports monthly. 1
- Report any technical faults in vehicles to the supervisor for timely repairs and maintenance. 1
- Perform any other related tasks as assigned by the supervisor.
Required Qualifications:
The ideal candidate for the Management Services Assistant (Fleet Management) position should possess strong organizational skills, attention to detail, and the ability to work effectively in a team environment. Proficiency in data management and analysis is essential, along with a basic understanding of fleet administration and procurement processes. The candidate should demonstrate excellent communication skills and the ability to collaborate with various stakeholders. A proactive approach to problem-solving and the ability to work under pressure in emergency situations are also critical for success in this role.
Educational Background:
Candidates should have a minimum of a secondary school education, with a preference for those who have completed higher education in fields related to logistics, administration, or management. Relevant certifications in fleet management or logistics would be advantageous and demonstrate a commitment to professional development in this area.
Experience:
The position requires a minimum of two years of relevant experience in fleet management, logistics, or administrative support. Experience working in a humanitarian or emergency response context is highly desirable, as it demonstrates the ability to operate effectively under pressure and in challenging environments. Familiarity with UN systems and procedures would be an asset.
Languages:
Fluency in English is mandatory, as it is the working language of WFP. Knowledge of local languages, such as Nepali, is considered an asset and would enhance communication with local stakeholders and communities.
Additional Notes:
This position is a National UNV assignment based in Kathmandu, Nepal. It requires a high level of stamina and commitment, with flexibility to work under stressful emergency conditions, including the possibility of working during off-hours and weekends. The assignment offers full benefits and allowances relevant to the duty station, in accordance with UNV policies.
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We are not liable for any decisions or actions taken by applicants in response to this job listing. By applying, you agree that all application processes, interviews, and potential job offers are managed exclusively by the listed employer or organization.
Beware of fraudulent job offers. Do not provide sensitive personal information or make any payments to secure a job.