Management Services Assistant (Fleet Management)

Mission and objectives

The United Nations World Food Programme (WFP) 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 the most vulnerable, particularly women and children, can access the nutritious food they need. WFP Nepal’s Country Strategic Plan (CSP) 2019-2023 was approved by the WFP Executive Board in November 2019 and became effective from 1 January 2019. It aims to contribute to five Strategic Outcomes (SOs) that are aligned to five Strategic Results of Sustainable Development Goals (SDG) 2 (Zero Hunger) and SDG 17 (Partnerships for the Goals). A total of ten Activities are being implemented to achieve the contributions to the six SOs. The six Strategic Outcomes (SO) are: SO 1: affected populations in Nepal have timely access to adequate food and nutrition during and in the aftermath of natural disasters and/or other shocks. SO 2: Food Insecure people in targeted areas have improved nutrition throughout the key stages of the life-cycle by 2025. SO 3: Vulnerable communities in remote, food-insecure areas of Nepal have improved food security and resilience to climate and other shocks by 2030. SO 4: The Government of Nepal has strengthened capabilities to provide essential food security services and respond to crises by 2023. SO 5: Government efforts towards achieving Zero Hunger by 2030 are supported by inclusive and coherent policy frameworks across all spheres of government by 2023. SO 6: Humanitarian and development partners have access to reliable common services by the end of 2023.

Context

The UNV assignment is part of WFP’s Flood Emergency Operation and will be operating under Management Services (Administration) Unit

Task Description

Under the direct supervision of Management Services (MS) Officer in the Country Office, the incumbent will be responsible to: 1. Support in vehicle assignment for flood emergency operation through UN System Mobility. Work closely with Management Services Assistant (Fleet Management) for planning, monitoring and processing administrative actions related to fleet management for emergency operations. 2. Identify requirement of fleet goods and services/maintenance, and plan and process required administrative actions. 3. Collate and process data to support the production of basic analysis pertaining to management of fleet to enable decision-making and effective management of resources. 4. Work closely with WFP Procurement, Fleet Center or UN Fleet, and local authorized vehicle vendors for WFP fleet related procurement. 5. Process settlements of fleet invoices of the vehicles. Ensure KPIs are maintained within the set parameters. Update the FMS on a regular basis including fleet and fuel data, overhead costs, and fuel reconciliation. 6. Provide inputs to routine methods and practices in own area of work to support the continuous improvement of services provided. 7. Support MS Assistant (Fleet Management) in protocol responsibilities (visa & exemptions). 8.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. 9.Ensure that the vehicles are well maintained and cleaned by the drivers on daily basis. 10.Ensure that vehicle logbooks are maintained on a daily basis and fuel consumption reports are updated regularly on monthly basis. 11.Report to the supervisor about any technical fault in the vehicle for timely repair / maintenance. 12. Any other related tasks as required or assigned by the supervisor.

Competencies and values

LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR

• Leads by example with integrity
• Drives results and delivers on commitments
• Fosters inclusive and collaborative
• Applies strategic thinking
• Builds and maintains sustainable partnerships FUNCTIONAL CAPABILITIES:
• Collects and reports data to draw out fact-based insights.
• Demonstrates basic knowledge of internal controls, risk management, and monitoring mechanisms.
• Monitors trends in resource usage to anticipate and escalate potential issues to supervisor.
• Demonstrates a broad knowledge of fleet/transport administration.
• Monitors fleet movements and drivers duties, and supervises administrative work against the established standards. Ensures that customer problems are identified and resolved.

Living conditions and remarks

WFP with its unique humanitarian operation is offering an enriching opportunity for a National UNV, while also requiring a high level of stamina and commitment. Flexibility, ability and willingness to work under stressful emergency environment, including ability to work during off hours and over the weekends, are therefore essential. The assignment is based in CO Kathmandu and full benefits and allowances relevant to the duty station are applicable as per UNV policies.