Administration Assistant (Fleet Manager) SC5
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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. Female qualified applicants are especially encouraged to apply.
WFP does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, offer, training, or any other fees). Offers of WFP employment or job openings with requests for payment of fees are fraudulent. WFP does not concern itself with information on bank accounts. Any requests for such payment or information should be refused and reported to local law enforcement authorities for appropriate action and to WFP for its information.
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.
ORGANIZATIONAL CONTEXT
These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.
At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.
JOB PURPOSE
The demand for transport requests as well as the Fleet management itself is increasing in the CO due to the increase of the operations. The level of demand is high requiring a dedicated staff who can take care of Transport management, including to deal with the recording, analysis and reporting, in the Fleet Management System, of all the necessary information as per the corporate guidelines. To meet the current requirements, Administration Unit needs to hire an Administration Assistant, who will be a dedicated Fleet Manager
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education. A University degree is a plus. Formal drivers training with a valid driver’s license/certification to operate assigned vehicle following local rules and regulations
Experience: Three or more years of work experience as a Transport Manager or Driver, preferably in an international organization, embassy or UN system with a demonstrated safe driving record. Experience in driving a variety of makes and models of vehicles, including vans, trucks and other kinds of motorized vehicles. Experience in defensive driving is desirable.
Knowledge and Skills: Knowledge of driving rules and regulations, chauffeur protocol and courtesies, local roads/waterways and conditions, and security issues; Good understanding of transport services and ability to coordinate routes and schedules for other Drivers; Knowledge of driving/boat operating rules and regulations whichever applicable; Knowledge of safety standards and safety equipment (e.g. fire extinguishers, buoyant wearable safety devices, etc.); Ability to assess vehicles for mechanical fitness and skills in minor vehicle repairs; and Knowledge and ability to use radio, email, telephone and other applications.
Language: Fluency in both oral and written communication in English and Portuguese.
KEY ACCOUNTABILITIES (not all-inclusive)
• Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
• Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
• Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
• Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
• Plan and assign the routes and schedules for other Drivers, to support efficient transport-related services for clients.
• Efficiently plan and coordinate WFP vehicle maintenance to ensure vehicles are fully equipped with required travel authorizations and supplies, assigned equipment on board is in a good condition to support safe and efficient services
• Responsible for accurate maintenance and completion of the vehicle logbooks.
• Ensure efficient vehicle use and fuel consumption supporting accurate accounting and cost.
• Produce periodical reports on vehicles status, fuel consumptions, vehicles maintenance in the Country, including FMS corporate required reports.
• Follow established rules and regulations for field deliveries and/or in cases of an accident, and report immediately to the supervisor on any apparent problems, to seek for instructions and facilitate informative decisions on the way forward.
• Control vehicles insurances, inspection and manifest.
• Drive WFP official vehicles when required, resulting from a shortage of drivers.
• Performs any other duties when required.
• Transport service that meet the CO demands;
• Updated FMS Modules;
• Periodic FMS reports in Place;
• All vehicles with updated maintenance records;
• Up-to-date payments for service providers (vehicles maintenance, fuel suppliers, etc);
• Up-to-date insurance for all motor vehicles;
• Promptly assistance to the SOs on transport related requests
WFP LEADERSHIP FRAMEWORK – OUR BEHAVIOUR MATTERS
- Leads by Example with Integrity
Lives WFP values and shows humanity and integrity by role modelling care for others.
- Drives Results and Delivers on Commitments
Delivers on commitments and adapts readily to change.
- Fosters Inclusive and Collaborative Teamwork
Is inclusive and collaborative, and contributes to a culture of learning and personal growth.
- Applies Strategic Thinking
Demonstrates commitment to gather perspectives, analyse options and risks, and propose new ways of doing things.
- Builds and Maintains Sustainable Partnerships
Builds and nurtures external partnerships & collaborates with partners to deliver common objectives.
FUNCTIONAL CAPABILITIES
| Capability Name | Description of the behaviour expected for the proficiency level |
| Business Support Services & Reporting | Exhibits ability to convert business plans into clear actions for team members to support the implementation of the program. Collects and reports data to draw out fact-based insights. |
| Internal Controls & Risk Management | Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms and their applicability to immediate client’s critical activities. |
| 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 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. |
TERMS AND CONDITIONS
Type of contract: Service Contract, Level 5
Duty Station: Maputo
Duration: 12 months
This position is open to Mozambican Nationals Only.
Female qualified candidates are highly encouraged to apply.
DEADLINE FOR APPLICATIONS
17th November 2022
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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.
