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.