Job Opening ID: 218626
Job Network : Logistics, Transportation and Supply Chain
Job Family : Logistique et chaîne d’approvisionnement
Category and Level : Field Service, FS-4
Duty Station : KABUL
Department/Office : United Nations Assistance Mission in Afghanistan
Date Posted : Nov 20, 2023
Deadline : Dec 19, 2023
Org. Setting and Reporting
This position is located within the United Nations Assistance Mission in Afghanistan (UNAMA). The Fuel Assistant will be based in Kabul. The Fuel Assistant will be responsible to support Fuel Unit and will report to the Chief, Fuel and Supply Officer.
•Ensures that fraud prevention procedures are reviewed and updated, and they meet fuel monitoring needs of the Mission through the dashboard and advice management of Fuel Prevention actions.
•Assists in implementing petroleum, oils, and lubricants (POL) provision and related services to the Mission.
•Serve as the focal person for the implementation of Electronic Fuel management System (EFMS-2) in UNAMA.
•Carries out random and regular fraud inspections, independent on-site physical fuel stock. checks and ensures that no fuel is lost due to misappropriation.
•Provides support to General Supply and Fuel Unit on demand plans when required.
•Assists and coordinates on the job training of junior staff members.
•Prepares and initiates requisitions for the purchase of general supply & fuel equipment/items.
•Review expenditure against budget allotment for fuel and monitor fuel contracts Not-To- Exceed (NTE) amounts.
•Assists in the implementation of Electronic Fuel management System (EFMS-2) in UNAMA.
•Logs in all data in the Electronic Fuel Management System (EFMS-2) software, analysis fuel consumption and notifies the Fuel Manager of consumption irregularities.
•Receives POL invoices from the fuel contractor, verify for accuracy and process for timely payment.
•Coordinates with all the Fuel Unit clients to ensure timely compliance with demands.
•Prepares delivery document of POL products for authorization.
•Collects and consolidates requests of bulk fuel to users and process barcode.
•Implements the standard operation procedures for fuel management.
•Inspects the strategic fuel reserve and Local Fuel reserve for compliance in all locations.
•Enforces all Safety, Health and Environmental (SHE) instructions and guidelines in work areas and prepares safety incident reports.
•Performs fuel related Quality Assurance (QA) procedures.
•Coordinate the collection of fuel samples for laboratory testing in accordance with the Mission’s Fuel Standard Operating Procedures
•Provides input and data as required for General Supply & Fuel Unit’s budgeting or planning preparation.
•Implements audit recommendation and prepares document and equipment set up for audit visit.
•Consolidates Ge fuel expenditure against the funds allocated by purchase orders in respect of related requisitions.
•Work in the Fuel Fraud Prevention Cell.
•Receives complaints from clients, record, analyze and take corrective action.
•Performs other duties as delegated.
Professionalism: Demonstrated effectiveness in the field of quality assurance, plans, policies, procedures and programmes; ability to provide technical and procedural advice on a broad range of fuel service-related issues; good knowledge of UN financial rules. Ability to develop, maintain and supervise management control systems for services and claims. Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Accountability: Takes ownership of all responsibilities and honors commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High school or equivalent diploma is required. Accounting/Finance background is desirable.
Job – Specific Qualification
Technical or vocational certificate in Petroleum, Oil and Lubricants (POL) supply operations, project management or contract management from internationally recognized organizations is desirable.
Six years of progressively responsible experience in two or more of the following areas: (1) the operation of field fuel installations and fuel handling procedures; (2) fuel contract administration; (3) maintenance/repair of fuel equipment are required.
Experience in petroleum supply chain is required.
Fuel fraud experience is required
Experience working with Enterprise Resource Planning (ERP) systems, UMOJA, ATLAS, WINGS or similar in the areas of scheduling, inventory control, procurement and/or logistics processes is desirable.
Experience in Electronic Fuel Management Systems is desirable.
Quality assurance/quality control procedures related to POL operations in a field environment is desirable.
Experience working in a conflict or post conflict environment is desirable.
Experience in budget formulation is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required.