Fleet Management Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, with a mission to promote humane and orderly migration for the benefit of all. IOM operates in over 100 countries and has more than 10,000 employees worldwide. The organization focuses on providing services and advice concerning migration to governments and migrants alike, ensuring that migration is safe, orderly, and dignified. IOM's work encompasses various areas including humanitarian assistance, development, and migration management, and it aims to uphold the rights and dignity of migrants while addressing the challenges they face.

Job Overview:
The Fleet Management Assistant will play a crucial role in supporting the management of IOM's vehicle fleet and assets in Doha, Qatar. This position requires a proactive individual who can coordinate vehicle movements, maintain accurate records, and ensure the proper functioning of all vehicles. The successful candidate will work under the supervision of the Resources Management Officer and the Head of Supply Chain Unit, contributing to the efficient operation of IOM's logistics and transportation services. The role involves not only managing the fleet but also ensuring that all vehicles are maintained in good condition, tracking their usage, and supporting the administrative needs of the supply chain unit. The assistant will also be responsible for organizing training sessions for staff and reporting any issues related to transportation promptly.

Duties and Responsibilities:

• Coordinate the movement of all mission rented vehicles assigned to IOM Qatar, preparing daily vehicle movement schedules in collaboration with program managers.
• Manage day-to-day fleet operations, including vehicle allocation, tracking movements, maintaining log-books, and providing monthly reports on fleet operations.
• Ensure regular maintenance and repairs of vehicles, manage fuel supply, and handle accident reports to maintain safe running conditions.
• Support the rental of additional vehicles as needed, preparing documentation for timely payments related to vehicle rentals and maintenance.
• Organize regular maintenance and repair of office equipment.
• Monitor the performance of drivers and ensure compliance with operational standards.
• Track and manage assets procured for various projects, ensuring no waste or misuse occurs.
• Maintain cleanliness and proper maintenance of all mission vehicles, implementing a preventive maintenance system.
• Keep accurate records of vehicle usage, fuel consumption, and maintenance costs, submitting monthly reports to the Supply Chain Officer. 1
• Assist in organizing training and workshops for program staff. 1
• Report transportation issues to the Head of Supply Chain Unit promptly. 1
• Submit payment requests with supporting documentation to the Finance Unit and follow up on supplier payments. 1
• Organize timely servicing of vehicles and provision of replacements during repairs. 1
• Perform other duties as assigned.

Required Qualifications:
Candidates must possess a university degree in Business Administration, Management, or a related field from an accredited institution, along with two years of relevant professional experience. Alternatively, a High School Certificate in a related field with four years of relevant work experience is acceptable. Knowledge of fleet management and administration is advantageous, as is previous experience with NGOs or UN agencies. Familiarity with logistics and transportation services is preferred, particularly in humanitarian contexts.

Educational Background:
The educational requirements for this position include a university degree in Business Administration, Management, or a related field from an accredited academic institution. Candidates with a High School Certificate in a related field must have four years of relevant professional work experience. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that the educational background meets international standards.

Experience:
The position requires candidates to have a minimum of two years of relevant professional experience if they hold a university degree, or four years if they have a High School Certificate. Experience in fleet management and administration is considered an advantage, as well as previous work with NGOs or UN agencies. Candidates should also have experience in logistics and transportation services, particularly in humanitarian settings, which will be beneficial for the role.

Languages:
Fluency in English is mandatory for all applicants, both oral and written. IOM's official languages include English, French, and Spanish. Proficiency in these languages will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates meet the language requirements effectively.

Additional Notes:
The position is subject to local recruitment, meaning only candidates with a valid residence and work permit for Qatar will be considered. The appointment will depend on the candidate's medical fitness, residency verification, and necessary government authorizations. IOM has a zero-tolerance policy regarding conduct that contradicts its objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system. This selection process may also be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for 24 months.