Business Support Assistant- Fleet

--Mogadishu, Somalia--

Vacancy Announcement No. 833288

Job Title: Business Support Assistant- Fleet

Contract Type/Grade: G4

Duty Station: Mogadishu, Somalia

Contract Duration: 1 year (Initial)

Closing Date: 19th, June, 2024


What will you do?

1. Vehicle Management:

  • Assist in maintaining accurate records of the fleet inventory, including vehicle details, insurance, and registration
  • documents.
  • Coordinate with the drivers, and the fleet Associate to ensure timely and appropriate maintenance and repair of vehicles.
  • Assist in monitoring and tracking vehicle usage, fuel consumption, and mileage.
  • Support the implementation of vehicle disposal processes in compliance with WFP policies and procedures.
  • Assist in the coordination of vehicle inspections and assessments.

2. Transportation Arrangements:

  • Coordinate transportation arrangements for international and national staff, including airport transfers, field visits, and meetings.
  • Ensure compliance with security protocols and procedures during transportation activities.
  • Liaise with drivers to ensure their availability and readiness for assigned transportation tasks.
  • Maintain accurate records of transportation requests and related expenses.
  • Coordinate with the rented vehicle company for staff shuttle management and missions.

3. Fuel Transaction Records:

  • Update fuel transaction records for both generators and vehicles in the Fleet Management System.
  • Using the Fuel Application, checks and validates fuel entries made by the drivers using mobile phones, and reports any discrepancies and issues that arise from the application.
  • Monitor fuel consumption and report any discrepancies or concerns to the Fleet focal person.
  • Assist in reconciling fuel records with fuel station invoices and receipts.

4. Maintenance Costs and Job Cards:

  • Record maintenance costs and job cards in the Fleet Management System.
  • Assist in preparing maintenance and repair schedules based on vehicle condition and manufacturer recommendations.
  • Coordinate with the Fleet Officer to ensure timely execution of maintenance and repair tasks.
  • Monitor and report on maintenance costs, identifying any cost-saving opportunities.
  • Support in Overall Fleet Management System (FMS):
  • Provide assistance in the implementation and utilization of the Fleet Management System.
  • Support in training and capacity-building initiatives related to FMS for staff members involved in fleet operations including drivers.
  • Assist in generating and analyzing fleet-related reports from the FMS.
  • Contribute to the continuous improvement of the FMS through feedback and suggestions.

Do you meet the minimum requirements?

Education:

  • Certificate of Secondary school education or university degree (Diploma bachelor’s degree) in a relevant field. Experience:
  • Minimum of 4 years of relevant experience with secondary certificate or 1 year of experience with university degree in general administrative work specially in fleet management, transportation Management within Government Institutions, UN environment, international Organization, or big scale private sectors

Languages:

  • Fluency in oral and written communication in English and Somali

Are you competent for this job? Do you have?

  • Fleet Management: Knowledge of fleet management principles, practices, and procedures. Understanding of vehicle maintenance, fuel management, and transportation coordination.
  • Record-Keeping: Ability to maintain accurate and up-to-date records of fleet inventory, vehicle details, maintenance costs, fuel transactions, and transportation arrangements. 
  • Attention to detail and proficiency in data entry.
  • Communication Skills: Strong verbal and written communication skills to effectively coordinate with drivers, staff
  • members, and external stakeholders. Ability to convey information clearly and professionally.
  • Organization and Time Management: Excellent organizational skills to manage multiple tasks and prioritize work effectively. Ability to meet deadlines and work under pressure in a fast-paced environment.
  • Computer Skills: Proficiency in using computer applications, including MS Office (Word, Excel, Outlook). Familiarity with Fleet Management Systems (FMS) or similar software is an advantage.
  • Problem-Solving: Strong problem-solving skills to address fleet-related issues and make effective decisions. Ability to troubleshoot vehicle maintenance problems and coordinate timely repairs.
  • Knowledge of Safety and Security Protocols: Understanding of safety and security protocols related to transportation activities. Ability to ensure compliance with security procedures during transportation arrangements.