World Food Programme recruits 01 Administrative Officer (Fleet)

World Food Programme recruits 01 Administrative Officer (Fleet)

World Food Programme

Kampala, Ouganda

Humanitaire (ONG, Associations, …), Projet/programme de développement

Opportunités de carrière : Administrative Officer (Fleet) – NOA (136404)
NOTE : WFP DOES NOT SOLICIT FOR FEES OR ANY FORM OF PAYMENT FROM JOB APPLICANTS
WFP is looking for talented people who are committed to joining our efforts to eradicate hunger. It offers unlimited opportunities to grow your professionalism,  talent and expertise. Start your journey to be a member of the world-wide effort to eradicate hunger. WFP has a policy of affirmative action for women.
ABOUT WFPUnited 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 most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.
Brief description of WFP in Uganda
WFP delivers food assistance in emergencies and work with communities to improve nutrition and build resilience. WFP provides life-saving food assistance and livelihood opportunities to refugees in Uganda. In addition, WFP assists the most vulnerable people in Karamoja with food and nutrition assistance. Finally, WFP works with smallholder farmers and links them to markets.
As Uganda strives to achieve Zero Hunger by 2030 and become a middle-income country by 2040, WFP is also assessing its relevance and repositioning its role in Uganda.
ARE YOU UP TO THE CHALLENGE?
We are seeking a qualified individual for the position of Administrative Officer (Fleet) NOA to be based in Kampala. The selected candidate will be employed on a Fixed Term contract.
ORGANIZATIONAL CONTEXTThe UN World Food Programme (WFP),  is the largest and longest serving humanitarian agency in Uganda. Currently WFP Uganda focuses on three priority areas: Saving lives in Emergencies through; Building Resilience through predictable safety nets, improving Nutrition & Mother and Child Health and supporting Small Holder Farmers to Access Markets while working to help prevent hunger in the future. We do this through programmes that use food to build assets, spread knowledge and nurture stronger, more dynamic communities. This helps communities become more food secure. On average, WFP aims to bring food assistance to more than 80 million people in 80 countries.
The Administrative Officer (Fleet) role reports directly to the Head of Admnistration, based in kampala and working closely with the Area offices.
These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country Director or the designate. Job holders in RBs or HQ typically report to a more senior Administration Officer. Job holders are likely to be working under the supervision of a more experienced staff member, receiving guidance and regular feedback on work performed.
JOB PURPOSETo support the delivery of quality, customer-focused, value for money transport services that enable staff in the Country/Area/Field Offices to deliver food humanitarian and developmental assistances to the people we serve in Uganda. The role reports to Head of Administration, will liaise and co-operate with COs Administrative unit team and other Functional Units/Area/Field Offices within the Uganda Country Office with emphasis particularly on Fleet Management.
KEY ACCOUNTABILITIES (not all-inclusive) 1/2 1. Prepare annual plans and ensure availability of funds as well as timely outsourcing of services. 2. Prepare/update Terms of Reference (TORs) for the tendering process and update when required the Standard Operational Procedures (SOPs). 3. Ensure consistent and persistent travel planning on monthly and quarterly basis. 4. Analyzing the data summarized by fleet management software is a core part of the role. 5. Conduct analysis of vehicle status and make recommendations for timely replacement, includingdetermining the size and type of vehicles in order to improve cost-efficiency. 6. Manage vehicle related costs on fuel, repairs and maintenance to ensure timely payment, build and develop vendor relationships as well as implement the International Public Sector Accounting Standards (IPSAS) through timely recognition of goods and services, including Purchase Requisition/Purchase Order creation and verify accuracy and completeness of all invoices and satisfied for further processing and payment 7. Ensure vehicle repairs and maintenance are performed in accordance to the standard established to achieve maximum reliability with minimum downtime.
KEY ACCOUNTABILITIES..2/28. Developing, implementing and enforcing corporate best practices, policies and procedures of fleet management and corporate rules and regulations.
9. Supervise and Implement the CO/WFP corporate road safety policy and procedure which includes, planning and supporting effective on the job training
10. Prepare vehicle Fleet performance and operating cost and related periodic reports; Ensure timely, accurate and complete fuel maintenance and other fleet management transaction data are entered in the FMS (Fleet Management System) by the responsible staff in all offices.
11. Produce reports and information as required by the Organization promptly and on a timely basis via FMS and VTS (Vehicle Tracking System) Prepare periodical report on Fleet management key performance indicators such as operational cost performance, light vehicle utilization including rental vehicles where applicable, safety performance etc.
12. Manage the private use of WFP vehicles & billing to finance; up-date vehicle accident records and review/ analysis fuel consumption
13. Meeting compliance responsibilities improve driver safety by reducing the risk of accidents. As well as lower costs associated with accidents and potential fines.
14. Provide technical advice and assistance to transport supervisors, and other fleet staff; conducts periodic performance reviews to ensure the standardization approach is on target.
15. Ensure that all vehicles have the appropriate insurance coverage, initiate, and follow up on all claims with the local company as well as GVLP insurance policy.
16. Ensure timely accident reporting and accident follow up in accordance with WFP guidelines.
17. Supervise and Monitor the performance of WFP Light Vehicles (LVs) in the country to achieve optimum utilisation, guide CO, AOs and FOs on vehicle routing & scheduling for effective, efficient and safe LV fleet management in line with WFP corporate policy and CO strategy
STANDARD MINIMUM QUALIFICATIONSEducation : A bachelor’s degree from an accredited university or college in Mechanical Engineering, Logistics / Supply chain, Business Administration or another related field.
Experience : At least 5 years professional expereince in fleet/transport management
Language : Fluency in oral and written english
4Ps CORE ORGANISATIONAL CAPABILITIESPurpose •  Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives. •  Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners). •  Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission. •  Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.
People •  Look for ways to strengthen people’s skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs. •  Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment. •  Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills. •  Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.
Performance •  Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work. •  Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors. •  Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities. •  Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.
Partnership •  Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles. •  Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners. •  Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders. •  Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.
OTHER SPECIFIC JOB REQUIREMENTSExcellent Communication and interpersonal skills.Computer and software skills: familiar with fleet-specific programs like route navigation software and logistics and supply chain software. Good working knowledge with the complete Microsoft Office suite, proficient in MS Excel. Ability to analyze, interpret and identify process improvementsFinance and accounting literacy: Ability to review financial information (balance sheet) and how to establish a departmental and fleet budget.Ability to supervise staff: Supervision, coaching and mentoring skills and ability of building cohesive and high performing team.Understanding of what’s under the hood: Ability to understand vehicle systems, mechanics, and technology.Knowledge of applicable laws and regulations: well-versed in the environmental and safety laws, regulations, and rules that are relevant to fleet management.
DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE 1. Capability Name Description of the behaviour expected for the proficiency level 2. Business Support Services & Reporting Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience. 3. Internal Controls & Risk Management for Administration and Engineering Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction. 4. Resource Management for Administration and Engineering Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients. 5. Specialised Knowledge in Administrative Services Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise. 6. Customer Focus Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.
DEADLINE FOR APPLICATIONS04 February 2021
Female applicants and qualified applicants from developing countries are especially encouraged to apply
WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.
No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that servicePOSTULER