Business Support Associate (Fleet Systems VTS) SC6
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
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.
WHY WORK AT WFP?
SAVING & CHANGING LIVES ❤
Make a difference the world will notice.
We are driven by our mission to fight world hunger and feed people’s dreams of a brighter future.
GLOBAL COMMUNITY 🌍
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Being part of a global, diverse and multicultural community like WFP, will continuously expose you to new ideas and perspectives.
How we deliver our mission in deep respect for personal and cultural differences and close collaboration between every member of our global team, will certainly enrich your experience and knowledge on so many levels.
UNLIMITED POSSIBILITIES 💡
Unlock possibilities you never thought you'd find.
WFP goes anywhere it is needed and does whatever it takes to get the job done.
LIFE-CHANGING EXPERIENCE ⭐
Reach beyond yourself and discover your true potential.
WFP offers the kind of life-changing experiences you’re unlikely find in many other organizations.
Join us to make a difference
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ORGANIZATIONAL CONTEXT
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 lifetime. 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.
To support this mission, WFP Fleet Centre (FC) in Dubai is mandated to centrally set the global standards for and manage the light and Armoured vehicle leasing operations to enable effective, safe and efficient fleets in all WFP offices. The vehicle leasing & insurance service is complemented by world-class expertise and technical assistance in fleet management, fleet systems support, disposal, and driver and fleet management training. In addition, having one of the largest humanitarian light vehicle fleets, WFP is also spearheading collaboration efforts within the wider UN System to facilitate UN agency access to more effective and safer vehicles and to realize efficiency gains.
JOB PURPOSE
JOB TITLE: Business Support Associate (Fleet Systems VTS)
TYPE OF CONTRACT: Service Contract (SC)
JOB LEVEL: SC 6
UNIT/DIVISION: MSDF
DUTY STATION (City, Country): Dubai, UAE
DURATION: 12 Months with a possibility of extension
SALARY: Salary starts from AED 18,596.09 per month plus medical insurance.
The candidate will be working with Fleet Center Units to manage the vehicle Tracking System (VTS) and to identify the business requirements for data analysis and reporting. The candidate will also be required to come up with system upgrade, technical support and reporting solutions to present VTS data in ways that help relevant stakeholders make better decisions related to field fleet management.
Under the direct supervision of Fleet Systems and Fleet Optimization Officer, and the incumbent will have the following responsibilities:
KEY ACCOUNTABILITIES (not all-inclusive)
1. Setup VTS Accounts ensuring the COs have appropriate and smooth system-access to use VTS platform effectively for LVs and AVs tracking.
2. Provide technical support to COs queries both on hardware and web-application of the VTS.
3. Ensure the airtime subscription of COs VTS device are timely activated and deactivated based on the CO request as well as by continuously monitoring the transmission status of the devices
4. Develop and maintain a tracking tool to record of all assistance/ support provided to Country offices are recorded to identify areas of improvement and facilitate the usage of VTS in the field.
5. Develop VTS training material/ user-guide and provide VTS hardware/ software trainings to WFP and other UN-agencies (if required) as needed.
6. Assess VTS Training needs for COs (including VTS installation and using VTS web-application) and propose/plan training missions approved by Head of Unit.
7. Develop and produce periodic VTS reports to evaluate and optimize Fleet Utilization and performance.
8. Assist in testing and piloting any additional VTS technology feature(s) offered by suppliers and provide assessment report and technical feedback to Head of Unit.
9. Maintain contact with vehicle tracking system vendors to ensure the latest VTS technology & features are available to all stakeholders.
10. Manage the contracts with current VTS providers, ensuring timely receipt of devices, recording the supplier’s performance and prepare timely PRs/GRN and MPOs related to payment to the supplier
11. Follow up with COs on the recovery of airtime invoicing and contribute to develop automatic or digital tools for airtime invoicing
12. Review and conduct validation for VTS installation in vehicles when it is created or updated by the workshop team
13. Verify accuracy of all invoices submitted to WFP by supplier
14. Assess and monitor regularly stock level and its expenditure and prepare monthly report
15. Update, maintain and compile of VTS devices statistics in database and ensure timely update of data in FMS and periodic reconciliation of the two VTS platform and the FMS.
16. Perform any other duties as requested by the immediate supervisor.
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A post-secondary certificate in the related functional area. University/college diploma in engineering, automotive technology, or electronics is desirable.
Experience:
- Six or more years of working experience as administrative support assistant within similar job in the relevant field with effective action management to plan, coordinate and prioritize multiple tasks.
- Comprehensive understanding and excellent working knowledge and working experience with ERP such as WINGS II would be desirable.
- MS Office (Word, Excel, PowerPoint and Outlook). Especially strong ability to work with Microsoft Excel are required.
- Technical knowledge and working experience on Vehicle Tracking System or any other similar systems.
Knowledge & Skills:
• Ability to follow standard business support processes and procedures.
• Ability to provide information using courtesy and tact.
• Good attention to details.
Languages: Fluency in English (proficiency/level C) is required. Second UN Language in French, Arabic or Spanish is desirable.
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 own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within 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.
TERMS AND CONDITIONS
Only those candidates shortlisted for interview will be notified.
DEADLINE FOR APPLICATIONS
26 May 2023
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
