UNHCR Jobs Administrative Assistant Fleet Management: To provide support and asisstance to the management support in handling fleet and related activities at UNHCR Islamabad, Pakistan. The ideal candidate will be based at Country Office Islamabad but will be providing services to other sub-offices within the Pakistan Operation.
Duties and Responsibilities:
Under the direct supervision of the Admin/Finance Officer, the incumbent will perform the following duties:
To provide administrative support to the CO and SOs and ensure that administrative, logistical policies and procedures of equipment and vehicles are in place and followed.
Responsible for accident reaction and reporting and also following up with police for timely submission of accident reports.
Assess the electrical distribution system in the offices and staff residences and recommends improvements to meet the local and international safety standards.
Conduct meeting with all drivers to assess working conditions to enhance productivity and seek ways and means of motivating staff morals.
Coordinate vehicles and Generators conditions/requirements within the 3 UNHCR Offices in Pakistan.
Maintains an updated inventory of all UNHCR Admin Vehicles and Generators.
Provide technical guidance and support on power generators issues, as well as maintenance and services for UNHCR admin vehicles repair.
Setting priorities for the acquisition, installation, maintenance and disposal of power generating equipment and vehicles, taking into account the technical, economical and environmental aspects, which are required for operations.
Provide recommendation for acquisition, maintenance and replacement of fleet assets. Develop local fleet management replacement strategies taking into account UNHCR short and medium term requirements.
Regular review of transport/logistics operations and advice management on potential cost effective alternatives.
Arrange for road testing to ensure that all vehicle users meet the required driving skills and have the understanding of Pakistan road rules and regulations. Develop and maintain active road accident prevention programs.
Check the status of maintenance and repair work on vehicles, evaluate all maintenance work to ensure that work is performed within established time frames, provide assistance with repairs when needed and make recommendations regarding maintenance procedures when requested
Establish and maintain the system of preventive maintenance and repairs of all vehicles, ensuring that repairs meet manufacturers specifications and requirement of UNHCR.
Act as a coordinator/focal person and data facilitator for periodic physical verification of all operational vehicles, motorcycles and power generators.
Set up a documentation system to maintain information related to all the issues regarding maintenances, repairs and service of fleet of vehicles, motorcycles and power generators
Establish fuel control system, carry out regularly fuel consumption analysis for of all vehicles and generators. Inspect quality of fuel and ensure log books of each vehicle/generator/motorbikes are kept updated.
Advise and assist in the preparation of operational annual budget regarding fleet
Ensure that vehicles are used in accordance with UNHCR rules and regulations and logbooks/usage data is correctly recorded.
Undertake any other duties provided as required.
- Good communication skills.
- Ability to work in a systematic and organized manner.
- Ability to prioritize competing demands.
- Excellent computer skills including use of spread sheets.
3-5 years transport/Fleet management experience and a track record in management and a certificate in professional competencies.
Very good knowledge of English (spoken and written) and other local language.
Applicants are requested to send a covering letter explaining their interest of the particular vacancy they are applying for along with the Personal History Form (attached). Applications received without indication or reference to the position title will not be considered.
Candidates may be tested for any of the required skills. Only the candidates who are short listed for the written test or interview will be contacted. Apply