Assistant Fleet Management Officer

at United Nations High Commissioner for Refugees
Location Khartoum, Sudan
Date Posted October 27, 2020
Category Procurement
Job Type Full-time
Currency SDG


The United Nations High Commissioner for Refugees is seeking for qualified candidate to fill the following post:

 Type of Contract: UNOPS Individual Contractor
 Section/Unit: Supply
 Grade Level: LICA 8
 Duty Station: El Fasher
 Duration: 01/01/2021 - 31/12/2021
 Closing Date: 08 Nov 2020

UNHCR Darfur Operation has offices in El Fasher, Nyala, El Geneina, Ed Daen and Zalengi. Each office has a fleet of veichles and generators that support UNHCR's operations conducted directly and through its partners. The total fleet size is more than 90 light vehicles and more than 20 generators. Based in El Fasher, the Assistant Fleet Management Officer shall be part of the Supply Chain Management Unit and shall manage and coordinate activities related to fleet and assets management including (Vehicles, trucks, generators, Fuel etc) across the Darfur Operation.

The incumbent shall  ensure that compliance with UNHCR rules and procedures, cost-effectiveness, efficiency and professionalism in the management of fleet are maintained.

The Assistant Fleet Management Officer shall be accountable to perform her/his duties as reflected in her/his job description. She/he will do so within her/his 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, she/he shall be required to discharge her/his 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 and responsibilities:

Under the direct supervision of the Supply Officer in El Fasher, the incumbent will:


- The incumbent will closely collaborate with the  Supply Officer in Darfur

and report technically to the Chief of the Asset and Fleet Management unit at HQ.

- Implement and maintain UNHCR’s rules and procedures for Fleet and Asset Management.

- Collaborate closely with programme, administration and supply, provide inputs to planning

exercises, reviews, evaluations and audits on Fleet and Asset Management.

- Regularly analyse Fleet and Asset data in MSRP, VTS and FleetWave and ensure that

data is up-dated at all times.

- Provide fleet and asset management reports, customised reports, gather information on all

fleet assets and provide in-depth reports periodically and when requested.

- Implement and maintain vehicle and passenger security and safety procedures and


- Organize local drivers to effect the timely and efficient reception to and dispatch of

personnel from the office and operational areas. Report on driver movements and

activities (Journey/Mission schedule).

- Ensure that UNHCR vehicles are regularly serviced and repaired in line with existing rules.

- Maintain, at all times, accurate control, recording and monitoring of drivers and vehicle

logbooks, and provide monthly fuel usage reports to Senior Management.

- Review the vehicle situation to advise the office(s) on maintaining an appropriately-sized

fleet and that the vehicle fleet is making optimum use of a pool or allocation system.

- Train and develop driver skills and standards to the highest international safety standard.

- Provide advice on applicable fleet issues that affect the overall logistics operation

- Work in close cooperation with Admin & Program, plan for acquisition, maintenance and

replacement of fleet assets. Develop local fleet management replacement strategies

taking into account UNHCR short and medium term requirements.

- Ensure that vehicles are regularly disposed and arrange those disposals with the support

and guidance from the Supply Officer and  Asset Management Unit in HQ.

- Monitor the quality and accuracy of fleet and other asset- related data in relevant business

systems. Compile and analyse statistical information, identify trends and developments infleet related matters that will assist in decision making.

- Arrange for the annual physical verification exercise of all UNHCR assets, ensure that

follow up actions are implemented and timely report on the results as per the year-end

instructions from HQ.

- Support the implementation of policies and processes for the management and

safeguarding of the vehicle fleet and asset management.

- Monitor and enforce compliance with relevant UNHCR regulations, rules and procedures

related to fleet management for the country of responsibility.

- Analyse and measure fleet management performance of offices and take action to prevent

fraud and improve fleet management efficiency and effectiveness for the country of


- Any other related duties as and when required.


3. Monitoring and Progress Control

- Successful implementation and maintenance of UNHCR standard practices in vehicle fleet

management procedures.

- Assurance of a cost-effective and appropriately-sized fleet.

- Successful implementation and maintenance of vehicle and passenger security and safety procedures and systems.

- Correct vehicle usage of procedures by UNHCR drivers as per the drivers’ rules and regulations.

- Accurately controlled, recorded and monitored drivers and vehicle logbooks.

- Fully trained drivers with developed skills and standards to the highest international safety standards.

- All vehciles are equipped with all security safety and working tracking equipment at all times.

- Maintenance of up to date information on fleet wave.

- Effective and professional communication with other units within the representation to ensure the

timely and efficient receipt and dispatch of personnel and goods to destinations within the

operational zone.

- Ability to oversee, manage and operate fleet activities of the representation, supported by correct

and cost-effective use of budget.

- Maintain regular, timely and accurate reporting

- The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) staff or (non-) governmental counterparts, including

Implementing Partners (IPs);

- Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented

in all activities throughout the assignment


 Minimum Qualification, Skills and Experience Required:
  1. Education

Degree in mechanical engineering/Logistics/Supply Chain management or related field or auto mechanics or auto electricity.


  1. Work Experience


Minimum 2 years of relevant experience in fleet management and logistics with Bachelor's Degree.


Relevant Experience with an international organisation, preferered with UN/UNHCR or international commercial transportation firm, is an asset.

Experience working in general logistics, including warehousing, transportation, customs

clearance and procurement is an asset.


  1. Key Competencies



Planning and Organizing

Excellent drafting and reporting skills;

Good research and analytical skills;

Stakeholder managment

Strong interpersonal skills and ability to work in a team;

Sound security awareness;

Have affinity with or interest in humanitarian relief, post-conflict situations,

Skills on training and developing staff.


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