Fleet Management Assistant

The position is located in Damascus Country Office.

The Fleet Management Assistant will be working Under the Direct supervision of the National Operations Manager.

The Fleet Management Assistant is responsible and accountable for coordinating the fleet management of the entire Country Office and leading a team of Drivers to provide transportation services to UNFPA activities efficiently. His/her duties include creating daily work schedules and transportation routes for Drivers to transport staff and pick up/ deliver courier and goods to the correct location, managing the vehicle repairs and replacements, ensuring Driver receive proper training to uphold safe driving standards, planning and coordinating missions across the country in coordination with other UN Agencies, ensuring preventive maintenance and repair of vehicle of the entire fleet, compiling and analyzing the data about the vehicle and fuel usage for control and management decision making, initiating administrative actions with regard to all vehicles of the Country Office, and providing reliable and safe driving services when needed to the Representative, Deputy Representative, and other high-ranking UN officials and visitors.

The Fleet Management Assistant will uphold the highest standards of discretion and integrity, sense of responsibility and an excellent knowledge of protocol and security issues.

The Fleet Management Assistant will be responsible for:

Planning and coordination of vehicles & drivers’ missions and daily movements

Organize and review the daily movement requests and assign vehicles and drivers accordingly to optimize the usage of resources and timely support to clients.

Review of CO mission plans and assign vehicles and drivers accordingly to avoid overlapping and to ensure cost efficiency and timely support.

Effective management and supervision of Drivers

Ensure that all staff under his/her supervision have a clear understanding of their individual responsibilities, assignments and accountability to their team in accordance with UNFPA’s established Policies and Procedures as contained in the Policies and Procedures Manual (PPM).

Ensure that all staff under his/her supervision have clear annual objectives and benefit from effective, fair and timely Performance Appraisal review

Contribute to the evaluation of field office drivers

Ensure Drivers receive proper training to uphold safe driving standards,

Provides guidance and coaching to drivers as necessary;

Schedule and manage drivers’ leave, entitlements and benefits according to the rules and regulations.

Support drivers, Management and all the office teams in ensuring compliance to UNFPA policies, procedures and SOPs

Make recommendations for changes and improvements to existing standards operations procedures;

UNFPA vehicles management and maintenance,

Inspect the UNFPA vehicle daily and supervise their proper day-to-day cleaning and maintenance and timely minor repairs,

Monitor vehicles usage, schedule and coordinate their regular maintenance and repair up to the established security standards to ensure operational efficiency and minimize downtime, bringing any issue to the immediate attention of the Operations Manager.

Ensure strict servicing and maintenance times to minimize downtime and maintain schedules.

Coordinate with garages in providing contract services; solicit and collect bids for maintenance and repairs

Monitor and recommend vehicle warranty recovery, as well as confirming repair schedules with vendors.

Submit monthly fuel usage and request for fuel purchase as necessary;

Maintain detailed records of vehicle servicing and inspection and prepare quarterly vehicle maintenance plans and usage history reports with analysis of the vehicle usage data & cost with recommendations to increase operational efficiency;

Ensure that all the required vehicle documents/supplies are valid and up-to-date including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle;

Keep track of vehicle insurances and other official formalities;

Ensures that the steps required by rules and regulations (UNFPA SOPs) are taken in case of involvement in a road traffic accident and ensure follow-up till closure of the cases;

Make recommendations for improvement of the fleet and support purchase of vehicles, their registration and licensing

Assist in the implementation of the global fleet management procedures;

Administration and operations support

Support in reviewing the procurement requests and initiation of procurement procedures related to vehicle equipment, supplies and services in a transparent and cost-effective manner;

Verify receipt of goods and services related to fleet management, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed;

Maintains a central filing system for the fleet management including logbooks, fuel purchase, repairs, etc. for ease of reference;

Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the fleet unit and drafting relevant materials for dissemination.

Contribute to verification, certification, reconciliations and year-end processes as required.

Support with creation of Atlas requisitions for operations activities;

Review, check and reconcile bills, invoice and receipts related to vehicle management from vendor on timely manner and before submission to Finance Unit for processing;

Efficient provision of reliable transportation and safe driving services when needed to the Representative, Deputy Representative, and other high-ranking UN officials and visitors:

Meet/escort UNFPA and other UN staff members/visitors/consultants at airport, borders and in-country to facilitate and expedite their entry/exit/transit to and out of Lebanon; assist in handling claims of lost luggage and missing goods;

Drive UNFPA and other UN officials and personnel providing reliable and safe driving services by driving office vehicle for the transport of UNFPA Syria Staff and missions;

Keep abreast of traffic and road security and safety awareness to enable safe and punctual time management;

Provide linguistic support, where necessary;

Performing other operational tasks when necessary.

Qualifications and Experience

 Education and Experience: 

High School Degree with 4 years of relevant experience in administration, Fleet management or Logistics management.

Knowledge:

Good written and verbal communication skills

Excellent leadership skills, including goal-setting, motivation and training

Basic data analysis skills and familiarity with transportation scheduling and management software

Proficiency in current office software applications and corporate IT systems

Knowledge of driving rules and regulations, chauffeur protocol and courtesies, and local roads and conditions

Experience in defensive driving, convoy work, driving in impaired security situations, handling of AVs and skill in minor vehicle repair is an asset

Understanding of basic vehicle mechanics, including the ability to identify when major repairs are needed

Valid driver’s license

Good organization, time management and multitasking abilities

Previous training or experience in security management will be an advantage

Experience with the UN system will be an asset.

Languages:

Fluency in both written and spoken English and Arabic is required.

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