Transportation Assistant – Fleet Supervisor – FTA-G5

Found in: beBee S AF - 4 weeks ago

Kabul, Afghanistan United Nations Development Programme (UNDP) Full time

tendersglobal.net

JOB DESCRIPTION Background Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. Under the guidance and supervision of the General Operations Specialist, the Transportation Assistant (Fleet Supervisor) will be responsible for overall supervision of all Kabul-based drivers based in the country office, both Fixed Term Appointment holders and Personnel Services Agreement holders (project funded). The incumbent will ensure timely maintenance of all vehicles in addition to follow-up of cost recovery from transport focal person(s).

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.
2.) Ensures the proper fleet management focusing on the achievement of the following results:
  • 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.
3.) Ensures proper management of vehicles tracking system, vehicles maintenance and monthly fleet/drivers reporting:
  • 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.
4.) Ensures effective administrative and financial control of the UNDP transport fleet (Quantum, billing, cost recovery and E-req), focusing on the achievement of the following results:
  • 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Competencies: Achieve Results: ​​LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work​ Think Innovatively: ​​​​LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking​ Learn Continuously: ​​LEVEL 2: Go outside comfort zone, learn from others and support their learning​ Adapt with Agility:  ​​LEVEL 2: Adapt processes/approaches to new situations, involve others in change process Act with Determination:  ​​LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously​ Engage and Partner: ​​​LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships​ Enable Diversity and Inclusion: ​​LEVEL 2: Facilitate conversations to bridge differences, considers in decision making ​ 

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 mechanisms
Administration & 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.
Experience:
  • 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.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. Disclaimer Important information for US Permanent Residents (‘Green Card’ holders) Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.


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