Overview
The Fuel Assistant is responsible for tracking, monitoring, and reporting on fuel usage to ensure effective management and maintenance of records and relevant databases.
Tasks Summary
- Follows up the approval of requisitions forwarding the requisitions for preparation of purchase orders;
- Assists in the development of and update of the Mission Fuel Plan and the Unit's work program;
- Assists in and the development of the Mission’s Fuel standard operating procedures;
- Maintains the updated list of authorized fuel consuming equipment and fuel receivers and communicate the same to the Contractor. Monitor fuel deliveries to ensure fuel is issued only to authorized equipment.
- Receives, validates requests bulk fuel requests; submit for approval by the Fuel Officer and issue task order (TO) to the contractor. authorization.
- Verifies and consolidates input and data for budget preparation; and forwarding for budget development;
- Monitors that Mission strategic and local reserves are maintained at adequate levels at all times.
- Maintain records and reports of all fuel transaction and related activity in file and prepares data and information to respond to audit requests;
- Conduct daily, weekly and monthly reconciliation of fuel receipts from Contractors and issues made by contingents to fuel consuming equipment from fuel received in bulk;
- Reviews and certify fuel issue receipts and confirm the quantity and price used by contractors for invoicing purposes is correct.
- Receives list of transactions from Contractors review accuracy and maintain database.
- Analyses usage and historical consumption of fuel, oils and lubricants;
- Monitors expenditure against funds allocated by purchase orders in respect to fuel related requisitions;
- Implements internal control systems including accounting, reporting and maintenance of electronic/hardcopy records to ensure proper audit trail;
- From the database, analyses the rate of fuel consumption of equipment (fuel efficiency) identify and coordinate investigation of over-consumptions;
- Completes the Receiving and Inspection (R&I) process as required;
- Establishes all Safety, Health and Environmental instructions and guidelines by coaching subordinates and conducting safety drills;
- Verifies incident reports;
- Establishes fuel related Quality Assurance (QA) policies and procedures; Carry out Quality Assurance/ Quality Control inspection of Contractor’s fuel operation in line with the inspection program in line with requirements in the Fuel Management Guideline. Follow-up on implementation of corrective actions to close inspection findings.
- Verify the quality of POL issued by the contractor and the accuracy of delivery meters through regular visit in addition to the QASP inspections
- Prepares preventive maintenance schedules and analyses operation of equipment to forecast future requirement;
- Collaborates with procurement and Contract Management in the preparation of contracts;
- Coordinates and manages contract operations, resolving any contractual issues;
- Monitors and reports on contract performance to ensure compliance with contractual Key
- Performance Indicators (KPI), schedules and cost objectives; Measures the contractor’s performance level through implementation of relevant contact Acceptable performance level.
- Assists in deployment of EFMS2 and QASP inspection tool
- Assists and coordinates on the job training of junior staff members;
- Performs other related work as required.
Experience Requirements
A minimum of eight years of progressively responsible experience in three or more of the following areas is required: (1) the operation of field fuel installations and fuel handling procedures; (2) fuel contract administration; (3) maintenance/repair of fuel equipment; (4) quality assurance/quality control procedures related to POL operations in a field environment; and (5) Safety, Health and Environmental procedures related to POL operations. Experience in handling fuel contract administration is desirable. Experience in managing support services in international operations in a post conflict environment is desirable.
Qualification Requirements
High school or equivalent diploma is required.
