Transportation Assistant – Fleet Supervisor – FTA-G5
Found in: beBee S AF - 1 month ago
tendersglobal.net
The Transportation Assistant will be responsible for managing requests regarding procurement of the motor pool activities and leave management of all drivers. The incumbent must demonstrate a client-oriented approach, high sense of responsibility, courtesy, tact, and the ability to work with people of different national and cultural backgrounds.
The incumbent ought to display good judgement in the prioritization of tasks and services performed by the managers careful to instill in them organizational safety, integrity, awareness of security protocols as well as a culture of respect and commitment to the organization.
Incumbent is to ensure efficient and timely coordination of transportation services, including scheduling, dispatching, and monitoring of vehicles and drivers.
Duties and Responsibilities 1.) Ensures implementation of operational strategies, focusing on the achievement of the following results:- Full compliance with general services business processes ensuring that proper fleet management is performed in adherence to UN/UNDP rules, regulations, policies, and strategies.
- Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Assist CO (Country Office) in the disposal or surrender of armored vehicles as per UNDP POPP (Programme and Operations Policies and Procedures) and the host government’s rules and regulations.
- Assist in the development and implementation of transportation policies and procedures.
- Schedule and dispatch vehicles and drivers to meet transportation requirements.
- Monitor vehicle locations and ensure timely arrivals and departures.
- Coordinate with drivers to ensure adherence to routes and schedules.
- Communicate with customers to address any transportation-related inquiries or issues.
- Maintain accurate records of transportation activities, including driver logs, fuel usage, and vehicle maintenance.
- Ensure that all UNDP Armored Vehicles are MOSS Compliance and conduct spot checks in coordination with the security unit to ensure MOSS compliance of vehicles.
- Ensure compliance with transportation regulations and safety standards.
- Handle administrative tasks related to transportation, such as preparing reports and maintaining documentation, Vehicle Maintenance plan, procurement of spare parts for vehicles, preparation of report for cost recovery
- Identify areas for improvement in transportation operations and recommend solutions.
- Monitor vehicle locations and movements in real-time using GPS tracking.
- Identify and troubleshoot any issues with the tracking system and liaise with the relevant technical support teams for resolution.
- Develop and implement a comprehensive maintenance schedule for all vehicles in the fleet.
- Coordinate with drivers and mechanics to ensure regular servicing and repairs are done promptly.
- Maintain accurate records of maintenance activities, including dates, costs, and parts replaced.
- Conduct periodic inspections to identify and address any potential maintenance issues before they become major problems.
- Prepare monthly reports on fleet performance, including vehicle utilization, fuel consumption, and maintenance expenses.
- Generate driver performance reports, including driving hours, adherence to schedules, and compliance with safety regulations.
- Analyze data and identify trends or areas for improvement in fleet operations.
- Present reports to management and provide recommendations for optimizing fleet efficiency and reducing costs.
- Ensure data accuracy and integrity by conducting regular audits and reconciliations.
- Monitor and track transportation costs, including fuel consumption and maintenance expenses.
- Analyze cost data and identify opportunities to optimize fleet operations and reduce expenses.
- Collaborate with finance and budgeting teams to ensure accurate cost allocation and financial reporting.
- Manage the (E-Req) for transportation services.
- Verify the accuracy and completeness of transportation requests, ensuring they comply with established policies and procedures.
- Maintain proper documentation and records of all E-Req transactions for audit and reporting purposes.
- Collaborate with finance and accounting teams to reconcile billing records and resolve any discrepancies.
- Monitor outstanding invoices and follow up with clients for timely payment.
- Conduct periodic financial analysis and reporting on revenue, expenses, and cost recovery performance.
5.) Supports knowledge building and knowledge sharing, focusing on the achievement of the following results:
- Training drivers in the fleet management area and in safety and security procedures.
- Briefing staff members on issues relating to the area of work.
- Sound contributions to knowledge networks and communities of practice.
People Management competencies
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical competencies Business Management – Operations Management: Ability to effectively plan, organize and Oversee the Organization’s business processes to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanismsAdministration & Operations – Vehicle management: Knowledge of policy & procedures on fleet management Finance – Audit Risk Management: Ability to address audit issues raised during an audit and propose solutions to ensure a true and fair audit opinion is achieved Administration & Operations – Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving HR Talent management – Performance management: Knowledge of and ability to guide the application of performance management theory, systems and tools, incl. articulation of expectations, setting objectives and performance standards; conducting performance related discussions and performance coaching; ability to develop performance management and appraisal processes that minimize biases Business Management – Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels. Required Skills and Experience: Education:
- Secondary Education is required.
- University degree (Bachelor’s degree) in business administration, or in a relevant related field will be given due consideration, but is not a requirement.
- Minimum 5 years (with Secondary Education) or 2 years (with Bachelor´s degree) in operations, business administration, or in a relevant field in administration or fleet management
- Proven experience in general services and fleet management is an asset.
- Relevant experience in fleet management with international organization or within the United Nations is a strong asset.
- Knowledge of IPSAS (International Public Sector Accounting Standards) and/or IFRS (International Financial Reporting Standards).
- Specific Training in Fleet Management, Armored Vehicle Safe Driving, Installation of Vehicle Tracking System, etc.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling web-based management systems and ERP financials, preferably PeopleSoft.
- Prior UNDP experience and familiarity with its policies and procedures, particularly in the applicable job area, is an added advantage.
- Fluency in English and in local language Dari and/or Pashto is required.
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