Fleet Assistant (Grade G5), Nairobi, Kenya

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Qualifications

Background

As part of the WHO Health Emergencies Program, the Fleet Assistant is primarily responsible for support fleet management services to enable the organization to successfully implement Hub operations. This includes:

·         The provision of tactical means to accomplish its mission in the best possible conditions, and the organization of all requirements for the transport of personnel, goods and inputs;

·         Manage vehicles and implement appropriate staff transportation strategies that fit the context.

·         The fleet assistant will be assigned to emergency operations as needed.

Program objectives and immediate strategic objective:

The WHO Health Emergencies Program aims to support countries and coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from epidemics and emergencies.

The objectives of the fleet assistant and WHO Fleet Services (WFS) are:

1. Ensure transportation availability and relationship with rental vehicle suppliers

2. Reduce transport costs through:

o    Acquisition of profitable vehicles

o    Rapid replacement of decommissioned vehicles.

o    Preventive and curative maintenance

3. Reduce the negative effects associated with road transport.

4. Increased safety for WHO staff and other road users.

5. Reduction of environmental impact through reduced emissions.

Organizational context:

The designated Fleet assistant will act as the WHO Fleet System (WFS) counterpart for all fleet-related issues and implement WFS procedures. The fleet assistant is responsible for the professional management of vehicles in a location.  The Vehicle Fleet assistant will report administratively (hierarchically) to the Nairobi Hub Coordinator and functionally to the Operations Support and Logistics Officer. He / She will have the space to request for technical support to the Global (Headquarters) Vehicle Fleet assistant (WFS).

Supervision and reporting

Under the supervision and guidance of the Operations and Logistics Support Officer, the Fleet assistant will provide support on Fleet management for the WHO Nairobi Hub.

Work is assigned with general or specific instructions and performed in accordance with WHO regulations and procedures. The incumbent seeks clarification from the originator and/or guidance from the supervisor. Work is controlled for meeting expectations and compliance with instructions, procedures and meeting deadlines. All reports are reviewed for accuracy.

The incumbent may be called upon to provide briefing to staff on Fleet management procedures and practices.

Duties and Responsibilities

The incumbent will be responsible for the following:

·         Conduct or support risk assessments related to road transport and propose measures/interventions to reduce the risk of accidents in which vehicles could be involved.

·         Support with information and data gathered through the fleet management system and additional reports to allow management to perform analysis and evaluation of operational needs, and determine appropriate fleet size

·         Support with information and data gathered through the fleet management system and additional reports requested to help with the definition of Fleet related performance indicators (KPIs)

·         Ensure that vehicles are correctly registered and have civil liability insurance in accordance with the rules and regulations of Senegal.

·         In collaboration with the procurement / admin team:

-          Identify quality garages, fuel and rental service providers;

-          Support the establishment of service and supply contracts;

-          Establish quality control mechanisms for maintenance works;

-          Undertake performance reviews of service providers on a regular basis.

-          Supervise and ensure that maintenance has taken place and validate invoices.

·         Ensure that fleet data, such as maintenance and fuel data, is entered into fleet management systems on a regular basis;

·         Support for the selection and testing of drivers, including the assessment of their physical condition.

·         Plan and lead driver training workshops and carry out their training and performance evaluation.

·         Report traffic accidents and vehicle incidents and support accident investigations to determine causes and suggest preventive measures;

·         Implement preventive measures to contribute to reducing the risk of accidents and incidents linked to the fleet;

·         Establish guidelines and practices in which accidents are reported and analyzed to avoid future incidents

·         Monitor fuel consumption and identify innovative ways to reduce consumption;

·         Ensure MOSS compliance of vehicles and establish mechanisms to verify that vehicles are roadworthy at regular intervals

·         Ensure the implementation of WFS procedures and tools;

·         Establish and manage relationships with internal and external stakeholders such as drivers, vehicle users (organizational staff), suppliers, other United Nations partner agencies, etc.

·         Collect and analyze fleet data, prepare, and present monthly reports on fleet management

·         Using fleet management data and information, identify, suggest, and implement measures that improve fleet efficiency and effectiveness and reduce risks associated with operations.

Required qualification

Education

Essential:

• • Completion of Secondary Education, supplemented by vocational training or technical certificate in one of the following fields: Logistics and transport or a related field.
  • First Aid training including CPR

    Desirable:

    ·         Diploma or Degree in Logistics and Fleet management or related field.