Fuel Management Associate

Job Posting Organization:
The World Food Programme (WFP) is the world's largest humanitarian organization dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who are committed to the mission of eradicating hunger and improving nutrition. WFP is recognized for its efforts and was awarded the Nobel Peace Prize in 2020 for its work in combating hunger and promoting peace. The organization emphasizes diversity and inclusion, encouraging qualified candidates from all backgrounds to apply, and is dedicated to creating a workplace that reflects the communities it serves. WFP invests in the personal and professional development of its employees through various training and mentorship programs, fostering a culture of continuous learning and growth.

Job Overview:
The Fuel Management Associate position is integral to the logistics and supply chain function within the WFP Country Office in Haiti. This role is crucial for the strategic and operational management of fuel, which is essential for the effective functioning of field activities, including transportation, energy production, and support for multi-site operations. The associate will work under the supervision of the Fuel Management Supervisor, ensuring coordination of operations across multiple sites while maintaining data reliability, compliance with established procedures, and continuity of operations. The position also involves direct supervision of Fuel Agents and plays a key role in monitoring operational performance, risk management, and supporting decision-making through timely and accurate information. The associate will be expected to ensure effective and compliant fuel management operations across all sites, guaranteeing stock availability, data reliability, and adherence to procedures while mentoring field teams and contributing to risk management and decision-making processes.

Duties and Responsibilities:
The Fuel Management Associate (G6) will support the planning, coordination, monitoring, and execution of fuel management and stock operations across all sites. The incumbent will be responsible for ensuring operational continuity, inventory accuracy, compliance with internal controls, adherence to safety standards, data reliability, and the proper functioning of equipment. Key responsibilities include:

• Daily Operations Management: Supervise daily activities related to the receipt, storage, distribution, and movement of fuel across all facilities. Ensure compliance with standard operating procedures (SOPs), safety requirements, and internal controls. Monitor inventory operations and management to guarantee accuracy and reliability. Coordinate activities with Supply Chain, Logistics, Administration, security" style="border-bottom: 1px dotted #007bff !important;">Security, and other relevant stakeholders. Resolve common operational issues and escalate complex or high-risk cases to management. Maintain timely and accurate records, documents, and operational justifications. Identify opportunities for improving operational efficiency and service levels.
• Data Management, Analysis, and Reporting: Collect, compile, verify, and consolidate operational data from all sites. Ensure the accuracy and integrity of stock records, reports, and other management documents. Maintain organized and up-to-date documentation and reporting systems. Analyze consumption trends, stock movements, discrepancies, losses, and performance indicators. Identify anomalies and recommend corrective actions. Prepare reports, dashboards, presentations, and briefing notes for management. Monitor key performance indicators (KPIs) related to fuel management, stock management, and operational compliance. Provide data-driven recommendations to support planning and operational decisions. Immediately report any significant discrepancies, fraud risks, operational incidents, or compliance issues.
• Stock Management, Inventory Control, and Replenishment: Maintain reliable inventory records aligned with physical stocks and management systems. Monitor consumption levels against forecasts and operational needs. Conduct regular reconciliations between physical stocks and theoretical stocks. Initiate replenishment requests based on defined thresholds and operational needs. Prepare necessary documentation for replenishment requests. Coordinate receipt activities ensuring quantity verification, quality checks, availability of required documentation, and immediate updates to stock management systems. Investigate discrepancies, losses, damages, or anomalies. Monitor stock levels across all sites and anticipate risks of shortages. Recommend preventive measures to ensure operational continuity.
• Technical Support and Equipment Management: Assist in the installation, configuration, testing, and maintenance of fuel management systems. Monitor the operational status of associated infrastructure and equipment, including tanks, pumps, distribution systems, and monitoring equipment. Conduct regular inspections to verify compliance with technical standards. Coordinate preventive and corrective maintenance activities. Contribute to identifying and resolving technical issues. Ensure adherence to quality control and safety procedures. Ensure the availability and proper use of personal protective equipment (PPE) and safety equipment. Report any technical malfunctions or risks related to infrastructure.
• Field Monitoring, Supervision, and Support: Conduct regular field visits to monitor operations and stock management practices. Supervise operational staff and ensure uniform application of procedures. Provide technical support and coaching in the field. Conduct spot checks, physical inventories, and compliance verifications. Support audits, control missions, and management reviews. Evaluate the performance of supervised staff and provide constructive feedback. Promote effective communication and information sharing among different sites. Encourage best operational practices and adherence to internal controls.

Required Qualifications:
Academic Qualifications: A university degree or higher diploma in Logistics, Supply Chain Management, Business Administration, Operations Management, Warehouse Management, Engineering, or a related field. Additional training in inventory management, stock control, warehouse operations, fuel management, data analysis, or operational risk management is an asset. Required Experience: A minimum of 6 years of progressively responsible professional experience in one or more of the following areas: a) fuel operations and fuel management; b) stock management, inventory control, warehouse management, or materials management; c) logistics, supply chain, or operational support. Proven experience in managing, monitoring, or controlling stocks, stock movements, storage, or distribution operations. Experience in inventory reconciliations, stock audits, data analysis, and operational reporting. Experience working with ERP systems, stock management systems, warehouse management systems, fuel management systems, or similar tools. Experience coordinating multi-site operations. Supervisory, coaching, or mentoring experience with operational teams is highly desirable. Experience in the United Nations system, NGOs, or humanitarian environments is an advantage. Knowledge and Skills: Strong data management and reporting skills, including validation and reconciliation. Knowledge of stock management systems, fuel management procedures, and compliance with SOPs. Ability to analyze consumption trends and stock levels. Knowledge of safety standards related to fuel handling. Proficiency in record-keeping tools and basic digital management systems (Excel, FMS). Problem-solving skills and the ability to manage multiple operational priorities. High level of integrity, accountability, and diligence. Excellent organizational and coordination skills. Ability to work independently and as part of a team under operational pressure. Proactive approach with the ability to identify risks and propose solutions. Excellent interpersonal skills and the ability to coach and support field teams. Willingness and ability to undertake regular field travel.

Educational Background:
A university degree or higher diploma in Logistics, Supply Chain Management, Business Administration, Operations Management, Warehouse Management, Engineering, or a related field is required. Additional training in inventory management, stock control, warehouse operations, fuel management, data analysis, or operational risk management is considered an asset and enhances the candidate's profile.

Experience:
The position requires a minimum of 6 years of progressively responsible professional experience in relevant fields such as fuel operations, stock management, logistics, or supply chain management. Candidates should have demonstrated experience in managing inventory, conducting audits, and utilizing data analysis for operational reporting. Experience in multi-site operations and supervisory roles is highly desirable, particularly in humanitarian or UN contexts.

Languages:
Fluency in French and Haitian Creole (both oral and written) is mandatory. Practical knowledge of English is desirable and considered an asset, enhancing communication capabilities within the organization and with international partners.

Additional Notes:
This position is a fixed-term contract for a duration of 12 months, with the possibility of renewal. It is open exclusively to Haitian nationals, and female candidates are strongly encouraged to apply. The role is full-time and may require regular field visits to various operational sites. The compensation package is attractive and includes various benefits as outlined in the Terms and Conditions section of the vacancy announcement.