United Nations Office for Project Services (UNOPS)

Operations Specialist (Fleet Management - Fleet/Assets Manager)

United Nations Office for Project Services (UNOPS)

Job Description

Peace and Security Cluster The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.  It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients.  The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Background Information - Job-specific

The Mine Action Office in South Sudan is based in Juba and it supports the United Nations Mission in South Sudan (UNMISS) as well as the national demining authorities in coordinating Mine Action activities in South Sudan. The program has been coordinating and providing quality assurance (QA) of all humanitarian mine action activities throughout South Sudan since 2004. UNMAS South Sudan’s’ current operations focus on hazardous area surveys, landmine and ERW clearance and destruction, route verification and clearance, emergency mitigation measures for improperly stored small arms and ammunition (SAA) (as required), Explosive Ordnance Risk Education for UN personnel, humanitarian partners and vulnerable groups, entry point control using Explosive Detection Dogs (EDD) and data management. Purpose of Assignment. The Fleet/Assets Manager will be responsible for the fleet performance and optimum utilization; oversight of all workshops management activities and for the effective control and management of assets in accordance with the established UNOPS rules and procedures.

Functional Responsibilities

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY! * QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY! Under the overall management of the UNMAS Program Manager and the direct supervision of the Support Service Officer, the Fleet/Assets Manager will be responsible for the fleet performance and optimum utilization; oversight of all workshops management activities and for the effective control and management of assets in accordance with the established UNOPS rules and procedures. The incumbent's responsibilities include the following: 1.     Fleet and Workshop Management
  • Ensure that UNMAS fleet is managed in the most cost efficient manner to achieve maximum vehicle availability and minimum downtime.
  • Develop and implement an efficient and timely preventive maintenance system and repair capability for the UNMAS fleet.
  • Develop and implement annual maintenance plans and servicing schedules.
  • Assess and provide advice on maintaining an appropriate sized fleet in accordance with programme needs.
  • Develop a local fleet replacement strategy aligned with applicable rules and regulations.
  • Establish and maintain quality controls, central electronic record keeping, fleet policies and procedures including but not limited to monitoring fleet, inspections, maintenance, repairs, accident reporting, UNMAS fleet registration/insurance and fleet safety.
  • Monitor and track UNMAS vehicle usage, implementing proper controls on the fuel cards and fuel consumption.
  • Inventory manage spare parts and coordinate with UNMAS procurement to ensure optimum stock of fleet supplies at all times.
  • Ensure proper workshop administration and be responsible for labour allocation and job flow in the workshop including job scheduling for day to day operations.
  • Monitor and supervise workshop activities carried out by the mechanics.
  • Ensure that all workshops are equipped with adapted tools and equipment and that the workshop infrastructure meets minimum Health, Safety and Security and Environment (HSSE) Standards, ensuring workshop activities are conducted in a safe manner.
  • Conduct quarterly risk assessments to ensure health and safety measures are in place and in compliance with the UNMAS HSSE Plan and prepare HSSE reports.
  • Provide technical advice to the procurement unit during the acquisition process of fleet supplies, workshop tools/equipment and ensure that all the fleet supplies and tools/equipment delivered are appropriate and in accordance to the specification required.
  • Provide inputs for planning exercises, annual/quarterly budgeting and forecasting, reviews and audits on fleet.
2.     Asset Management
  • Oversee and ensure the proper recording and maintenance of the assets information in both assets WASP database and UNOPS ERP system.
  • Conduct quality assurance and implement quality controls to guarantee the integrity and accuracy of the information recorded on assets and expendables.
  • Prepare regular asset and expendable inventory reports.
  • Coordinate with the Logistics team the bi-annual asset verification process to ensure 100% assets are physically verified, reconciled and reported.
  • Prepare timely reports on any lost or damaged assets and ensure that the supportive documents are  completed and filed for audit purposes.
  • Oversee that asset disposal process with UNMISS is completed in a timely manner and supportive documents are submitted to relevant HQ assets focal point.
  • Assess and provide advice to the management in terms of asset life, repairs and  replacement requirements during planning and operational phases.
  • Conduct spot checks on expendable items and oversee warehouse management operations.
  • Maintain correct assets and expendable filling and implement quality controls to ensure compliance with UNOPS rules and regulations
3.     Team Management:
  • Facilitate the engagement and provision of high quality results and services of the team supervised through effective recruitment, work planning, performance management, coaching, and promotion of learning and development.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.
4.     Knowledge building and Knowledge sharing
  • Organize, facilitate and/or deliver training and learning initiatives for programme personnel on Fleet & Asset related topics.
  • Lead and conduct initiatives on capacity development and knowledge building for fleet and asset personnel, including network development, plans, learning plans and activities, best practice bench-marking.
  • Oversee team’s contributions to Fleet/Asset knowledge networks and communities of practice including collaborative synthesis of lessons learnt and dissemination of best practices in Fleet & Asset management.

Education/Experience/Language requirements

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY! * QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY! Education:
  • An Advanced-level University Degree (Masters degree or equivalent) combined with five (5) years of relevant experience OR
  • A First-Level University Degree (Bachelor’s degree or equivalent) combined with seven (7) years of relevant experience.
Experience:
  • Relevant experience is defined as experience in Fleet and Assets management.
  • Experience in managing vehicle workshops is desired.
  • Experience managing trucks and heavy equipment is desired.
  • Experience in workshop Health, Safety, Security and Environment (HSSE) is desired.
  • Experience working with an Enterprise Resource Planning (ERP) system is desired
Language:
  •  Fluency in English (Reading, Writing and Speaking) is required.

Competencies

  • Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
  • 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: International Individual Contractor Agreement Contract level: IICA-2 (ICS-10) Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

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. Working with us UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines. Diversity With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates. Work life harmonization UNOPS values its people and recognizes the importance of balancing professional and personal demands.

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
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • 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.
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