Fleet Assistant

Position Title: Fleet Assistant

Duty Station: Doha, Qatar

Classification: G4

Type of Appointment: Special short term, nine months with the possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 25 March 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the general supervision of the Head of Supply Chain Unit, and the direct supervision of the Senior Fleet Assistant, the successful candidate will be responsible for supporting the vehicles fleet management, assets inventory management, office premises maintenance and other support needs in Doha, Qatar.

Core Functions / Responsibilities

1. Assist in coordinating movement of all mission rented vehicles assigned at IOM Qatar. Prepare daily vehicle movement schedule in coordination with program managers and heads of the implementation.

2. Assist IOM fleet management including day to day allocation of vehicles, tracking of vehicles movements, vehicles log-books maintenance and provision of monthly fleet operations reports. Follow-up on regular and proper maintenance, repairs, fuel supply, appropriate accident reports and safe running conditions for all vehicles.

3. Support with rental of additional vehicles/trucks whenever required. Prepare documentation for timely payment of rental vehicles, equipment maintenance, casual labor, courier services, internet services and others as may be assigned. Maintain administrative and logistics files.

4. Organize regular maintenance/repair of office equipment.

5. Monitor the performance of duties of all drivers in IOM Qatar.

6. Monitor and track assets procured for various projects within the emergency portfolio as well as the office assets and consumables to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.

7. Verify that all mission vehicles are kept clean (in and out), properly maintained, and kept in good running condition all the time. Put in place and implement a preventive maintenance system for all mission vehicles.

8. Follow-up with the Supply Chain Officer to ensure that vehicles assigned undergo timely preventive maintenance in accordance with the standard frequency/schedule established across the mission. Monitor that vehicles needing repairs are promptly and properly repaired for keeping vehicles availability at peak.

9. Maintain and monitor accurate records of rented vehicles log sheets, fuel consumption, and repair or maintenance cost. Submit monthly vehicle log sheets to Supply Chain Officer.

10. Support the Supply Chain Officer administratively with organizing trainings and workshops for program staff as needed.

11. Report all problems involving transportation and dispatching to Head of Supply Chain Unit in the timely manner.

12. Submit Payment Requests with supporting documentation to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time.

13. Organize timely servicing of IOM/ rented vehicles and/or provision of replacement units whenever rented vehicles are serviced or repaired

14. Perform other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Business Administration, Management, or a related field from accredited academic institution, with two years of relevant professional experience; or
• High School Certificate in above field with four years of relevant professional work experience.

Experience

• Knowledge in fleet management and fleet administration is an advantage.
• Previous experience with NGO or UN agency is an asset.
• Experience working in logistics and/or transportation service preferred
• Previous experience with humanitarian organizations and in supply chain management is an advantage.

Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented.
• Excellent written and communication skills.
• Attention to detail and ability to organize.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.

Languages

For all applicants, fluency in English is required (oral and written).

Working knowledge of Arabic, Pashto, Dari and/or Farsi is desirable.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism:demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 1

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge:continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.