Overview
The Fuel Assistant will support the verification of fuel invoices, fraud, and loss prevention monitoring through the Electronic Fuel Management System 2 (EFMS2) and inspections.
Tasks Summary
- Inspect contractor’s commercial facility as part of quality assurance and surveillance plan.
- Create or delete equipment barcodes in EFMS2
- Monitor daily fuel delivery transactions as part of data quality checks through EFMS2
- Regularly review and analyze all fuel reports in EFMS2 Power BI Database and initiate necessary corrective action after the approval of Fuel Unit supervisor.
- Follow up with fuel users to respond to identified cases of discrepancies and faulty equipment.
- Verify monthly fuel invoices and raise Service Entry Sheets (SES), ensuring timely approval in Umoja.
- Draft inter-office memo covering certified SES to Finance Vendor and Payment Unit for a review and signature of Fuel Unit Supervisor.
- Monitor funds available in exiting Purchase Orders to ensure that there are enough funds for payments.
- Submit a request to the Procurement Unit to liquidate funds which are no longer required in a Purchase Order.
- Request for additional funds for payment when required, through Fuel Unit supervisor, to ensure the timely processing of invoices.
- Monitor the progress of invoices until payment is completed
- Prepare and maintain periodic fuel consumption reports both in terms of quantity and expenditure for budget costing estimates.
- Monitor the consumption and expenditure under different budget cost centers.
- Attend the Contract and Performance Evaluation Meetings and take minutes of the proceedings.
- Ensure that all financial and procurement rules and regulations are adhered to when processing payments.
- Produce reports on the status of outstanding invoices, payments, and related details.
- Perform any other duties or responsibilities that may be assigned by the Chief General Supply and Fuel Unit, such as: Assist in the management of the Demand Plan for General Supply and Fuel Unit (GSFU). Assist in financial matters and projections in respect of Demand Plan for GSFU. Undergoing training AI and having some roles in ERP/SAP (Business Object)/ EFMS, etc. Contributing at building a positive team climate and transfer Knowledge to colleagues. Identifying and focusing on value added services which can be provided by GSFU to UNAMA colleagues.
Experience Requirements
At least 3 years of progressively responsible experience in Fuel Supply Contract Management in the UN or other international Fuel Supply Contractor. Experience in accounting for fuel, invoicing and contract administration.
Qualification Requirements
Bachelor's degree in Engineering, Fuel Management, Petroleum and Supply Chain management or another relevant discipline
