Administration Associate (Fleet) - G6 at World Food Programme (WFP)

Requisition: #123505
Location: Maiduguri, Borno
Job Type: Fixed-term

Organizational Context

• This job is found in Area Offices (AOs), Country Offices (COs) and Regional Bureaux (RBs). The Job holders report to a Head of Unit, Chief or Administration Officer.
• At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis.
• Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided.
• Job holders are expected to manage resources and coach and coordinate a team of support staff.

Job Purpose

• To provide on-going substantive supervision of a team of staff; Provide technical recommendations on fleet management issues and resolve problems with minimal guidance received from the supervisor.

Key Accountabilities (Not All-Inclusive)

• Provide technical assistance in WFP vehicle fleet management including vehicle insurance and vehicle database operation;
• Ensure that maintenance of WFP vehicles is affected in a timely and efficient manner, and vehicles are technically ready for operation including insurance documents and drivers;
• Establish and maintain monitoring and control systems for all spare parts, lubricants, consumables and tyres issued and their proper utilization;
• Ensure that comprehensive lists of necessary spare parts to be purchased are prepared in a timely manner and accurate records of all items used are always maintained;
• Report on all works carried out related to WFP vehicles;
• Formulate and monitor budget allocations for WFP fleet management purposes;
• Maintain liaison with relevant WFP units and service providers/suppliers with respect to the status of procurement, delivery, financial and insurance matters;
• Verify accuracy and completeness of all invoices and clear them for further processing and payment;
• Ensure that financial data is timely collected, analyzed and entered correctly in WFP corporate system(s); Analyze and resolve discrepancies/irregularities and bring to the attention of the supervisor complex issues;
• Analyze all expenditures and recommend potential areas of cost reduction and/or recovery where possible;
• Prepare monthly/quarterly/annual reports as required;
• Ensure the efficient maintenance of workshop(s) and proper use of WFP vehicles and other related equipment;
• Provide overall supervision, training and guidance for staff as required;
• Follow up WFP policies and procedures;
• Perform other related duties as required.

4Ps Core Organisational Capabilities
Purpose:

• Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
• Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
• Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
• Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People:

• Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
• Create an inclusive culture: Facilitates team building activities to build rapport in its own unit.
• Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within your own team.
• Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance:

• Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
•  Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
•  Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
•  Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership:

• Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
• Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
• Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
• Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

Functional Capabilities
Capability Name - Description of the behaviour expected for the proficiency level

• Business Support Services & Reporting - Applies strong ability to identify country-level requirements and develop customer-focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management - Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
• Resource Management - Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Specialised Knowledge in Administrative Services - Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in the area of responsibility; applies this to ensure the provision of efficient and effective administration services.
• Customer Focus - Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.

Standard Minimum Qualifications

• Education: Completion of a High School Graduate Diploma/ Secondary School Education, supplemented by vocational training programme in automotive service technology or relevant mechanical/technical trainings.
• Valid driver's license with clean driving record for commercial and light vehicles is a requirement.
• Language: Fluency in both Oral and Written communication in English language. Fluency in Hausa or Kanuri language is also considered an asset.

Other Specific Job Requirements:

• Experience utilising computers, including word processing, spreadsheet and other software packages in support of fleet management.
• Ability to read and study technical manuals.
• Good knowledge of how vehicles work and how various parts of the vehicle interact with each other; Knowledge of driving rules and regulations.

Desired Experiences for Entry into the Role:

• At least five years of progressively responsible experience in commercial and light vehicle fleet management support or progressively responsible experience as senior mechanic in a workshop.
• At least one year at G5 level or equivalent.

Remuneration

• Selected candidate will be employed on a fixed-term contract with a probationary period of one year. WFP offers an attractive compensation package.