Overview
The Administrative Assistant ensures efficient fleet and travel management by coordinating vehicle allocation and drivers, and maintaining compliance with FAO administrative, safety, and security standards. The role focuses on accurate data management, including tracking fuel consumption, maintenance, and fleet records, while producing analytical reports through corporate systems.
Key Responsibilities
- Support the effective management of the Country Office fleet in accordance with FAO administrative, financial, and security rules and procedures.
- Prepare and disseminate periodic transportation plans, including field mission schedules; ensure proper allocation and optimal utilization of vehicles.
- Coordinate the pool of drivers, including assignment of duties, monitoring of attendance and leave, overtime control, and contribution to performance evaluations.
- Ensure drivers comply with the UN Code of Conduct, road safety regulations, and applicable security requirements; organize regular briefings and refresher sessions as required.
- Maintain updated vehicle movement plans, trip logs, and complete fleet documentation, including service history, insurance, registration, inspection records, and drivers’ licenses.
- Monitor preventive maintenance schedules and coordinate repairs, ensuring quality control and timely follow-up with service providers.
- Track fuel consumption and vehicle efficiency; reconcile fuel usage against mileage, analyze trends, and report irregularities to the supervisor.
- Ensure compliance with accident and incident reporting procedures; maintain related records and conduct periodic spot checks on vehicle condition and driver compliance.
- Maintain an updated fleet inventory and reference system; support vehicle handover/takeover processes, fleet replacement planning, and disposal in line with FAO asset management procedures.
- Enter and maintain accurate fleet and travel data in corporate systems (e.g., COIN, GRMS); prepare periodic analytical summaries and reports for management review.
- Support official travel arrangements, including preparation of monthly and weekly travel plans, coordination of non-staff travellers, calculation of entitlements (DSA, transportation allowances), and related system transactions.
- Collaborate with the Security Officer and UNDSS to ensure compliance with Minimum Operating Security Standards (MOSS)
- Perform any other related tasks as required.
Required Experience
• 4 years of relevant experience in administration management, preferably in UN, NGO, or development contexts, with experience working with fleet, providing administrative support.
Qualifications
• University degree in business administration, accounting, public management, or a discipline relevant to the position.
