Fleet Manager at World Health Organization (WHO)

Job ID: 2205031
Grade:  P2
Contractual Arrangement: Fixed-term appointment
Contract Duration (Years, Months, Days): Two years
Organization: AF_NGA Nigeria

Objectives of the Programme

• Country Management Support Units (CSU) have been established in the organisational structure to provide support for Managers and staff to fully assume their responsibilities in the GSM environment and to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters and transactions in the context of an Enterprise Resource Planning (ERP) system

Description of Duties

• LogisticsDevelop and ensure the implementation of effective fleet management tools and procedures, including drawing up guidelines for use in the operations areas, with particular attention to specific conditions and needs, ensuring timely and efficient support to emergency operations.
• Ensure that all vehicles are properly equipped before their delivery to final destination, confirm the availability and good functioning of communications, safety and extra equipment, spare parts module and guidelines, log books are properly updated and maintained for all vehicles.
• Proactively plan activities with ASO and logistics staff to ensure the delivery of vehicles, including exact time of arrivals (ETAs), point of delivery, technical data needed for pre-clearance and local registration procedures.
• Produce and timely disseminate reports and information related to fleet management, analyze stock data, forecast and prepare orders for spare parts, tires and materials required for the operations.
• In collaboration with the HR Officer and other administrative/financial staff, identify and contract drivers, mechanics and other support staff required for the smooth running of the fleet and deliveries, assign duties, manage and supervise staff and non-staff within the unit.
• Implement best practices and ensure that key performance indicators are maintained with set parameters.
• Continuously collect and compile data and information related to improvements required for standardization and development purposes of the Fleet Management.
• Develop and maintain database of service providers, ensure excellence in delivery of services, prepare assessment reports, ensure timely renewal of contracts and insurance policies.
• Ensure internal control measures for assets and inventory management are in place and are compliant with WHO rules and regulations.
• Monitor Country Office fixed assets movements ensuring regular update and submission of end of year financial reports to HQ.
• Monitor and review the Country Offices' inventories transactions to ensure end of year physical count of WHO warehouses is conducted properly and accurate reports submitted in timely manner.
• Conduct audit field visits to country offices to ensure proper recording of fixed assets and inventory Provide guidance on country offices warehouses management according to WHO rules and regulations and in compliance with IPSAS standards.
• Supervise the overall operations of Supplies, Stationary and Stores, including ITT stores, servicesEnsure that all equipment are monitored and custodians are updated in the Fixed Asset Register.
• Provide capacity building to CO staff on fixed assets management and the Global Inventory Management System (GIMS) Proposes enhancements and improvements to the SOPs where necessary in the areas of fixed assets and inventory management Liaise with AFRO and HQ; to ensure that accurate and timely reports are submitted according to global requirements.
• Ensure smooth and timely submission of annual physical verification and reconciliation of physical count for CO Fixed Assets Perform any other related incident- specific duties, as required by the functional supervisor

Required Qualifications
Education:
Essential:

• First University Degree in University Degree in Engineering, Mechanics or Logistics and Supply Management, Public / Business Administration from an accredited/recognized institute

Desirable:

• An advanced University Degree in Business Administration, Public Administration, Management, Engineering, mechanics or logistics and supply management. Professional certification in areas such as transport and/or logistics operations management.
• Training or knowledge of information management systems and their application to logistics, transport or supply management and monitoring

Experience:
Essential:

• A minimum of five years' experience, some of which in an international context, in inventory and asset management, or administrations and transactional support, including work with multiple stakeholders.
• Managing fleet logistics operations, part of which in emergency or humanitarian situations, and/or experience in fleet management operations in military, commercial or UN agencies, health cluster partners, recognized humanitarian organizations, nongovernmental or international organizations/institutions at field level

Desirable:

• Relevant work experience with UN agencies, multinational or international organizations, and proven experience in working remotely with geographically dispersed locations

Skills:

• Thorough knowledge and understanding of a wide range of administrative policies and procedures.
• Good knowledge of IPSAS manual - Knowledge of SOPs related to fixed assets and inventory management Excellent organizational and managerial skills with the ability to multitask, identify and solve problems.
• Proven knowledge of vehicles equipment, including communications, safety and mechanics.
• Excellent interpersonal and leadership skills complemented by ability to negotiate with and convince officials with tact and diplomacy.
• Ability to write in a clear and concise manner, and to present factual information.
• Knowledge of WHO, the UN System or NGO work in the field of response relief and/or of their practices and procedures as related to the work

WHO Competencies:

• Teamwork
• Respecting and promoting individual and cultural differences
• Communication
• Producing results
• Ensuring the effective use of resources
• Creating an empowering and motivating environment

Use of Language Skills:

• Essential: Expert knowledge of English.

Remuneration

• WHO salaries for staff in the Professional category are calculated in US dollars.
• The remuneration for the above position comprises an annual base salary starting at USD 49,254 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 2081 per month for the duty station indicated above.
• Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.