Position No.: UNOPS-IICA-FLEET
Vacancy Notice: UNHCR/UGANDA/IICA/001/2018
Duty Station: Kampala, Uganda
About US:
The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute of the Office of the United Nations High Commissioner for Refugees is to lead and co-ordinate action for international protection to refugees; seek permanent solutions for the problems of refugees and safeguard refugee rights and well-being. UNHCR has an additional mandate concerning issues of statelessness, as it is given a designated role under Article 11 of the 1961 Convention on the Reduction of Statelessness.
Key Duties and Responsibilities:
The Associate Fleet Management Officer will provide administrative support to the Country Office and ensure that administrative, logistical policies and procedures for fleet/vehicles, property plant and equipment management ensuring that maintenance is in place and followed.
Act as focal person in vehicles procurement in conjunction Administration and Programme units in projecting vehicle requirements based on standard or such industry acceptable methodologies. Fleet Manger consolidates operations vehicle requirements and places order with GFM who prepares Budget Transfers, which fleet manager follows up with relevant budget holders for commitments or payment.
The Fleet Manager works in liaison with GFM and substantive units in receiving, distribution, tracking of vehicles, accident, and incident reporting and schedules vehicles for service. Responsible for action follow up after accident reporting and also following up with responsible authority for timely submission of accident reports and filing of insurance claims with Global Fleet management (GFM) insurance or local 3rd party Insurers.
Maintains an updated inventory of all UNHCR vehicles and works closely with Asset Management Unit (AMU) assists in consolidating vehicles for disposal and processing disposal procedures with relevant Government authorities.
Responsible for assessing technical capacity of local commercial electro-mechanical workshops or service providers to ensure frame agreements are entered into with such parties for the purposes of timely servicing and/or repair of both light vehicles and trucks owned by UNHCR and other United Nations Agencies in the project Area. The Incumbent will also be in charge of managing contracts with commercial electro-mechanical workshops
The Fleet Manager checks the status of maintenance and repair works on vehicles, evaluate all maintenance work to ensure that work is performed within established time frames, provide assistance with repairs when needed and make recommendations regarding maintenance procedures when requested.
Provide recommendation for acquisition, maintenance and replacement of fleet assets and parts.
Develop local fleet management replacement strategies taking into account UNHCR short and medium term requirements.
Establish and maintain the system of preventive maintenance and repairs of all vehicles, ensuring that repairs meet manufacturers specifications and requirement of UNHCR.
The Associate Fleet Management Officer will also lead market surveys for identification of suitable 3rd party logistics service providers including providers of both light and heavy vehicles for rental. Will manage the performance of such 3rd party logistics service providers to assured quality of the required services. In doing so, she/he will review and improve existing tracking and certification tools to ensure adequate control and accountability of outsourced logistics services.
Work in support of the movement of Refugees, non-food items and water trucking, the fleet manager in consultation with programme and Supply Officers plans vehicle requirements and guide 3rd party logistics service providers on timely deployments to ensure effective and efficient operations.
The Associate Fleet Management Officer also supports the Administration and Programme teams in determining vehicle equipment kit requirements and Coaches Drivers on appropriate operation of vehicles that will include defensive driving skills which will be offered in liaison with UNHCR Uganda operation Logistics project partner(s). The fleet Manager is expected to train all Drivers on accident reporting procedures.
Make field visits for routine inspection of use and performance of operations fleet and power generator resources and provide reports to the budget holders and Supply Officer.
Be part of and get involved in drivers recruitment, conduct regular orientative meeting with drivers to assess working conditions to enhance productivity and seek ways and means of motivating.
Act as a coordinator/focal person and data facilitator for periodic physical verification of all operational vehicles, motorcycles and power generators.
The Associate Fleet Management Officer will work closely with Supply colleagues to monitor UNHCR customs clearing agent to follow up and ensure efficient clearing of vehicles and motorcycles at Uganda Revenue Authority.
The Fleet Manager will be part of Country Supply Staff and therefore is expected to support the operation on specific technical related issues and other tasks of the unit.
Key Result Areas:
An international Fleet Manager for BO Kampala is responsible to ensure effective control and utilization of fleet/drivers in Kampala as well as field office locations with expected output on efficient and effective transportation solutions while minimizing un- necessary vehicle repair expenses:
Organize and coordinate transportation movement of staff in all fields offices in Uganda operations, ensure fleet operation in compliance with organization and host country rules and regulations.
Keep a record of all vehicles and keep an excel sheet to properly monitor various scheduling of staff movement based on daily requests.
Oversee routine and ad hoc maintenance and repair, record all services, maintenance and repair made per vehicle in the UNHCR fleet wave database system.
Streamline and monitor fuel purchase system with using the Fuel Cards for all Administration vehicles and drivers, record daily fuel issuance per vehicle in the UNHCR fleet wave data base system.
Vehicle movement is done through a SWAP system where drivers meet at a certain to ferry staff travelling between duty station.
Vehicle Tracking System Focal point and monitor daily movement and utilization of all UNHCR and Partners fleets in Uganda operation through satellite UNHCR Vehicle Tracking System.
Report on weekly basis over speeding and night driving report to the Representative, Field Safety Adviser, and Assistant Representative (Admin).
Prepare driver duty roster and report on weekly basis the daily use of Administration vehicles to Senior Supply and Assistant Representative (Admin).
Arrange monthly meetings with the drivers to point out key issues on transportation movement and fleet utilization.
Responsible to ensure the following SOPs appropriately and constantly monitored for the effective utilization of assets (vehicles, fuel and drivers time schedule).
Qualifications, Skills and Experience:
The ideal candidate for the United Nations UNHCR Associate Fleet Management Officer career placement should hold a good Bachelor’s Degree
At least five years of relevant (international) experience.
Previous experience with UNHCR and UN Mission specifically within the region on fleet management.
Auto-mechanical background
Proficiency in English language is required.
Knowledge of mechanical repair of vehicles.
How to Apply:
All interested Ugandan nationals who wish to join the United Nations High Commissioner for Refugees (UNHCR) in the aforementioned capacity are encouraged to click on the link below and follow the application instructions after reviewing the job details.
Deadline: 19th February 2018
Please click here to Apply Online