WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

TERMS AND CONDITIONS

Job Title: Administration Assistant – Fleet and Asset Management

Contract Type: Fixed Term

Grade: G5

Duty station: Semera

ABOUT WFP

United Nations World Food Programme (WFP) is the world’s largest humanitarian agency, fighting hunger worldwide. The mission of WFP is to help the world achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need. In emergencies, WFP gets food to where it is needed, saving the lives of victims of war, civil conflict and natural disasters. After an emergency, WFP uses food to help communities rebuild their lives. On average, WFP reaches more than 80 million people with food assistance in 80 countries each year. The organization has the global footprint, deep field presence and local knowledge and relationships necessary to provide access to food and contribute to lasting solutions, especially in many of the world’s most remote and fragile areas.

ORGANIZATIONAL CONTEXT

These jobs are found primarily in WFP Mekelle Area Office. The Job holder reports to a Head of the Unit, an Administration Associate, or a designate. At this level job holders are expected to take responsibility for the completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE

This job is based in the Afar Regional State, Semera Sub-Office. The job holder will report to a senior Programme and Policy Officer. He/she will manage the light vehicle fleet in the Semera Sub-office

KEY ACCOUNTABILITIES (not all-inclusive)

• Manage the proper use of WFP vehicles in accordance with UNWFP Vehicle Management Policies and Procedures.

• Facilitate annual inspection of all Sub-Office vehicles, and follow up on regular vehicle maintenance. Follow-up with garages on vehicles under maintenance/services

• Prepare vehicle maintenance work orders; obtain HoSO/AO approval before sending vehicles for maintenance. Follow up and verify the maintenance of WFP transport vehicles in the field.

• Manage fast-moving items including vehicle spare parts.

• Fuel coupon management – issue coupons to drivers, produce monthly fuel expenditure reports for used coupons, compile, reconcile and send to the Country Office (CO) monthly vehicle fuel reconciliation, maintenance, and parts consumption reports on time.

• Administer the fuel utilization and monitor its consumption against the miles run.

• Follow up on police and insurance issues when accidents occur.

• Update fuel and maintenance data into FMS (Fleet Management System); Generate different reports from FMS. Prepare monthly fuel requisition.

• Manage the Humanitarian Booking Hub (Mobility) – Daily vehicle allocations and deployment of vehicles and drivers for the field trips, ensure and keep records of driver’s rotation for field missions and produce reports as required and share with sub-office management and drivers.

• Manage generator fuel for the office and guesthouse

• Supervise drivers and conduct their performance evaluation

• Support asset management and conduct annual physical asset count

• Perform other related duties as required

Job Requirements

Education: Completion of secondary school education or A first university degree in Administration, Business Management or other relevant fields is desired

Experience: 3 or more progressive years of experience in related fields with a university degree or 5 years or more in general administration with secondary education

Language: Fluency in both oral and written communication in the English Language, and knowledge of local languages are highly desired

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• Ability to use standard office equipment such as a printer, photocopier

• Knowledge of standardized business support work routines and work methods

• Knowledge of standard office software packages, e.g. MS Word and Excel, etc

• Ability to meet deadlines and follow clear instructions

• Ability to work well alone and in a team

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.

• Be a force for positive change: Suggests potential improvements to team’s work processes to the supervisor.

• Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.

• Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people’s skills: Trains junior teammates on new skills and capabilities.

• Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.

• Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in the same area of work.

• Create an “I will”/”We will” spirit: Tracks progress toward goals and share this information on a regular basis with the supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.

• Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.

• Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.

• Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to the supervisor.

• Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.

• Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.

• Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

How to Apply

Register using the following LINK