E (most hardship)

Non Family with Residential Location

Non Family with Residential LocationDanger Pay

Nairobi (CO), Kenya

GS6

General Service

Reason

Regular > Regular Assignment

No

2025-01-01

December 18, 2024

Fleet Management Associate

Organizational Setting and Work Relationships
The Fleet Management Associate supports fleet management activities within the Area of Responsibility (AoR) ensuring compliance with UNHCR rules and procedures, cost-effectiveness, efficiency and professionalism in the management of the fleet. The incumbent maintains regular contact on a working level with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the AoR to facilitate the operation. The incumbent normally reports to a (Senior) Fleet Management Officer or Senior Fleet Management Associate.

The position can be located at UNHCR HQ, Regional Bureau, Country/Multi-Country/Field Offices.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Duties
– Apply UNHCR’s fleet management strategy when preparing plans for purchase of fleet assets or related maintenance and repair services. Conduct spend analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements. Advise the office(s) on maintaining an appropriate-sized fleet and how to optimise vehicle use though a pool or allocation system.
– Plan for acquisition, maintenance and replacement of fleet assets and accessories. Act as a focal person in vehicle ordering considering local fleet management replacement strategies and UNHCR short, – and medium-term requirements.
– Coordinate activities of implementing partners and/or contractors performing fleet related activities and ensure that they understand and adhere to relevant UNHCR rules and procedures.
– Respond to requests for information and advice, coordinate responses from a range of entities to provide a clear, consistent and timely response to the counterparts.
– Provide support and assessment of fleet related needs within the AoR, including emergencies.
– Collect information from concerned parties to ensure relevant and appropriate data is gathered and shared. Promote an understanding of concerns, objectives and priorities for fleet related issues by providing information or expertise to interested parties.
– Provide fleet management reports, customised reports, and gather information on all fleet assets and provide in-depth reports periodically and when requested.
– Monitor the quality and accuracy of fleet related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in fleet related matters that will assist in decision making. Monitor the utilisation and perform updates of the Vehicle Tracking System (VTS) for vehicles within the AoR.
– Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on fleet management.

– Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
– Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G6 – 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Engineering; Logistics; Supply chain;
Business Administration; Commerce;
Economics; HCR Supply Chain Lrng Prog;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Ability to work in geographically diverse teams. High degree of integrity. Advanced Excel skills.

Desirable
Knowledge of fleet Wave, VTS and any other vehicle management software is considered an asset. Experience and knowledge in fleet management.

Functional Skills
SC-Supply Planning
SC-Fleet Management
SC-HCR Global Fleet Management Vehicle Insurance scheme
DV-Vehicle Management
CO-Cross-cultural communication
DV – Basic Vehicle Mechanical Skills
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

The Fleet Management Associate coordinates and engages in activities related to the efficient management, maintenance, and optimization of UNHCR Assets and vehicle fleet. This role ensures compliance with the Organization’s rules and procedures, financial regulations, safety protocols, and operational standards to achieve cost-effectiveness, professionalism and reliability in Asset and Fleet operations.

1. Key Responsibilities

1.1. Asset Management:
• Maintain accurate asset registers, monitor acquisition, allocations, relocations, transfers, depreciation and disposal processes.
• Conduct regular audits/ physical verifications and ensure compliance with UNHCR Rules and procedures.

1.2. Fleet Management:
• Participate in vehicle allocation exercises, and manage maintenance schedules, and vehicle movements.
• Implement vehicle tracking systems and analyze Vehicle utilization reports.
• Manage fuel consumption records and other Fleet reports in FleetWave.
• Coordinate vehicle disposal and replacement in compliance with operational needs.

1.3. Risk & Resilience:
• Develop contingency plans for high-risk environments and ensure adherence to safety protocols.

1.4. Strategic Planning:
• Advise on asset/fleet optimization strategies and prepare insights for Assets Acquisition-disposal.

2. Minimum Qualifications

2.1. Education & Professional Work Experience

Educational Qualifications:

Field of Education Required:
• Bachelor’s degree in Mechanical Engineering, Automotive Engineering, Logistics, Supply Chain Management, Business Administration, Accounting, or related fields.

• Certificates and/ or Licences:
• Certifications in Asset Management, Fleet Management, and Data management are highly advantageous.

Relevant job Experience:

• Essential
Extensive experience and knowledge in Asset and Fleet management. Ability to work in geographically diverse teams. High degree of integrity. Advanced Excel skills.

• Plant and Property Equipment:
o 5–7 years in managing fixed assets or property and plant equipment, with experience in maintaining accurate asset records, performing audits, and complying with standards such as IPSAS/IFRS/GAAP.

• Fleet Management:
o 3+ years in Fleet management, preferably in challenging environments.
o Knowledge of FleetWave, VTS and any other vehicle management software.
o Experience in lifecycle management, preventive maintenance, and optimization of vehicle utilization.

• Functional Skills:
o SC-Fleet Management;
o SC-Fixed Asset Management
o SC-HCR Global Fleet Management Vehicle Insurance scheme;
o DV-Vehicle Management;
o CO-Cross-cultural communication;
o DV-Basic Vehicle Mechanical skills;
o Knowledge of FleetWave, VTS and any other vehicle management software.

• Language Requirements
o Strong command of English and Arabic.
3. Competency Requirements

Core Competencies:

Accountability
o Communication
o Organizational Awareness
o Teamwork & Collaboration
o Commitment to Continuous Learning
o Client & Result Orientation

Managerial Competencies
o Empowering and Building Trust
o Judgement and Decision Making
o Managing Performance

Cross-Functional Competencies
o Analytical Thinking
o Planning and Organizing
o Stakeholder Management

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

Additional Qualifications

Skills

CO-Cross-cultural communication, DV – Basic Vehicle Mechanical Skills, DV-Vehicle Management, SC-Fleet Management, SC-HCR Global Fleet Management Vehicle Insurance scheme, SC-Supply Planning

Certifications

Business Administration – Other, Commerce – Other, Economics – Other, Engineering – Other, HCR Supply Chain Learning Program – UNHCR, Logistics – Other, Supply Chain – Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

• Female candidates are strongly encouraged to apply.
• Only shortlisted candidates will be contacted.
• A written test (eliminatory or complementary) and oral interviews may be administered for shortlisted candidates.

This position doesn’t require a functional clearance

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements