Job Description
WFP seeks candidates of the highest integrity and
professionalism who share our humanitarian principles.
Selection of staff is made on a competitive basis, and we
are committed to promoting diversity and gender balance.
About WFP
The United Nations World Food Programme is the world's
largest humanitarian agency fighting hunger worldwide. The mission of WFP
is to help the world achieve Zero Hunger in our
lifetimes. Every day, WFP works worldwide to ensure that no child goes to
bed hungry and that the poorest and most vulnerable, particularly women and
children, can access the nutritious food they need.
Requisition ID: 153161
Standard Minimum Qualifications
Education: Completion of secondary school education. Having
a Diploma or Degree in Business Administration, Transport Management, Fleet
Management will be an added advantage.
Language: Fluency (level C) in English and Swahili languages.
Organizational Context
The Business Support Asssistant (Fleet Manager)
is expected to produce organised and accurate work, undertaking specific
business support activities and may offer guidance on standard practices to
more junior staff in their area of work.
Job Purpose
To support effective delivery and maintenance of
client-focused, value-for-money oriented quality fleet management practices.
Key Accountabilities (not all-inclusive)
Under the overall guidance and direct supervision of
the Administration Associate , the Fleet Manager will be responsible
for:
• Supervise and Monitor the performance of WFP LVs in the country to achieve
optimum utilisation, guide CO, and FOs on vehicle routing & scheduling for
effective, efficient, and safe LV fleet management in line with WFP corporate
policy and CO strategy.
• Provide day to day supervision to office drivers, ensure they perform the
assigned tasks as required, monitor drivers’ performance, vehicles cleanness
and readiness for missions and other duties.
• Conduct analysis of vehicle status and make recommendations for timely
replacement, including determining the size and type of vehicles in order to
improve cost-efficiency.
• Ensure that vehicle repairs and preventive maintenance are performed in
accordance with the manufacturer recommendations and WFP standards established
to achieve maximum reliability with minimum downtime and in cost effective
manner.
• Prepare weekly and monthly maintenance schedule of all CO LVs and ensure
vehicle maintenance is carried out accordingly and vehicles are ready for
operation.
• Prepare maintenance request work order from drivers’ fault report, regular
vehicle check and periodic preventive maintenance schedule.
• Ensure reliable maintenance service provider is maintained at all locations
in the country.
• Ensure that all vehicles have the appropriate insurance coverage, initiate,
and follow up on all claims with the local company as well as SIS insurance
policy.
Key Accountabilities Continued I
• Supervise and Implement the CO/WFP corporate road safety
policy and procedure which includes, planning and supporting effective driver
training delivery to improve drivers’ safety performance, accident reporting
and investigation.
• Ensure timely, accurate and complete fuel, maintenance and other fleet
management transaction data are entered in the Fleet Management System (FMS) by
the responsible staff in all offices.
• Prepare periodical report on Fleet management key performance indicators such
as operational cost performance, light vehicle utilization including rental
vehicles where applicable, safety performance etc.
• Organize systematic reconciliation of Fleet Management System (FMS) Fuel
consumption and vehicle maintenance records and compare KPI against actual
physical records on a monthly, quarterly and annual basis.
• Manage local third party and SIS insurance and make sure that the renewals of
all contracts and insurance policies are affected timely. Be responsible for
timely accident reporting and accident management in accordance with WFP guidelines.
• In coordination with Fleet Centre, work with all respective units to achieve
and maintain optimum fleet size.
World Food Programme TZCO
• Provide managerial oversight, monitor and ensure that all drivers and fleet
focal persons have the necessary training to carry out their duties in a safe
and professional manner; provide technical advice and assistance to transport
supervisors, and other fleet staff.
• Produce reports and information as required by the Organization promptly and
on a timely basis via FMS and Vehicle Tracking System (VTS).
• Maintain proper filing systems and archiving of vehicle documents so that
they may be retrieved promptly and efficiently when required.
• Maintain files for each vehicle that will contain the vehicle’s history such
as: procurement documentation, registration, insurance, assignment, location,
annual inspection reports, accident reports and maintenance record. To ensure
that the vehicle files, are kept up to date and all documentation properly
maintained.
• Managing and administering the Carpooling Services to be provided by WFP to
the Service Recipients (other UN Agencies).
4Ps Core Organisational Capabilities
Purpose
- Understand
and communicate the Strategic Objectives: Helps teammates articulate WFP’s
Strategic Objectives.
- Be
a force for positive change: Suggests potential improvements to team’s
work processes to supervisor.
- Make
the mission inspiring to our team: Explains the impact of WFP activities
in beneficiary communities to teammates.
- Make
our mission visible in everyday actions: Articulates how own unit’s
responsibilities will serve WFP’s mission.
People
- Look
for ways to strengthen people's skills: Trains junior teammates on new
skills and capabilities.
- Create
an inclusive culture: Seeks opportunities to work with people from
different backgrounds.
- Be
a coach & provide constructive feedback: Serves as a peer coach for
colleagues in same area of work.
- Create
an “I will”/”We will” spirit: Tracks progress toward goals and shares this
information on a regular basis with supervisor.
Performance
- Encourage
innovation & creative solutions: Explores ways to consistently be more
efficient and accurate in own areas of work and shares new methods of work
with colleagues.
- Focus
on getting results: Focuses on getting results and tracks trends in
completion rates for own tasks to identify opportunities for efficiency.
- Make
commitments and make good on commitments: Takes responsibility for own
tasks and notifies supervisor as soon as possible of potential delays in
meeting deadlines or commitments.
- Be
Decisive: Independently decides what action to take when faced with
critical choices in the workplace or in dangerous situations in the field.
Partnership
Functional Capabilities
Knowledge &
Skills:
• Proficient in the use of office equipment and computer
software packages, such as Microsoft Word.
• Knowledge of work routines and methods in order to
complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of
individuals.
• Ability to identify data discrepancies and rectify problems requiring
attention.
• Ability to offer guidance or basic on-the-job training to more junior staff.
Desired Experiences for Entry into the Role
Experience: Four
or more years of progressively responsible work experience in the relative
business stream with experience in general administrative work, fleet
management, business administration and transport management.
Terms and Conditions
All applications should be submitted through the
e-recruitment portal.
Deadline for Applications
The deadline for receiving applications is 07th December
2021.
CLICK HERE TO APPLY
Female applicants, individuals with disability and
qualified applicants are especially encouraged to apply