Overview
The role is responsible for providing administrative services related to fleet management and carpooling to support country and field operations.
Key Responsibilities
- Track and process incoming booking requests, assign drivers and vehicles, and confirm trip details.
- Use the mobility planner to view and update trips, manage driver and vehicle rosters.
- Generate cost recovery reports and process invoicing.
- Generate and analyze monthly reports on key country KPIs.
- Provide day-to-day supervision of drivers, monitor performance, and ensure training.
- Manage drivers’ daily attendance and maintain assignment records.
- Review vehicle logbooks for accurate entries.
- Ensure drivers plan and take annual leave.
- Ensure all travel arrangements comply with organizational rules.
- Supervise and monitor the performance of WFP light vehicles.
- Guide on vehicle routing & scheduling for effective fleet management.
- Ensure utilization of light vehicles is within corporate rules.
- Manage fuel cards for vehicles and generators.
- Ensure vehicles have appropriate insurance cover and follow up on claims.
- Report and follow up on accidents in accordance with WFP guidelines.
- Monitor movement of light vehicles using NOVACOM.
- Process GVLP invoices and ensure records are accurate.
- Manage registration process for official vehicles.
- Undertake field trips to monitor progress and conduct performance reviews.
- Manage private use of WFP vehicles by international staff.
- Plan and coordinate transport requests to maximize vehicle utilization.
- Monitor vehicle movement and utilization.
- Ensure assigned vehicles meet WFP/UN safety requirements.
- Follow up on timely repair of vehicles after road crash incidents.
- Monitor assigned vehicles VTS alerts and follow up on administrative actions.
- Ensure assigned vehicles fuel cards are adequately loaded.
- Maintain assigned vehicles and generators fuel cards and monitor utilization.
- Monitor and follow up on timely completion of vehicle maintenance.
- Enhance knowledge of the corporate Fleet Management System (FMS).
- Analyze FMS data and ensure accuracy of asset records, fuel logs, maintenance job cards, and accident reports.
- Maintain up-to-date staff records in the FMS.
- Prepare annual plans and ensure availability of funds for outsourcing services.
- Manage vehicle contracts and vendor liaison for fuel, repairs, maintenance, and insurance.
- Conduct regular service performance evaluations and ensure timely renewal, PO creation, and payment.
- Ensure vehicle repairs and maintenance are performed according to standards.
- Prepare and update Terms of Reference (TORs) for fleet-related tenders.
- Maintain accurate records of vehicle allocation by driver and assignment.
- Analyze fleet status and utilization and make recommendations for vehicle replacement.
- Verify drivers’ monthly fuel reports and monitor vehicle fuel efficiency.
- Provide feedback for performance improvement and escalate cases of repeated poor performance.
- Timely reporting of road safety incidents records in FMS.
- Prepare monthly management reports on fuel consumption and costs.
- Undertake additional responsibilities within the Administration Unit as delegated.
Required Experience
At least three (3) years in a sizable organization performing administrative functions preferably fleet related.
Qualifications
At least a bachelor’s degree in areas of Administration and Finance.
