Fleet Assistant

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar International Organization for Migration Full time

Position Title
:
Fleet Assistant

Duty Station
:
Doha, Qatar

Classification
:
G4

Type of Appointment
:
Special short term, nine months with the possibility of extension

Estimated Start Date
:
As soon as possible
Closing Date
:25
March 2024

  • Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and nongovernmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants._
-
Context:_

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Core Functions / Responsibilities_

  • Assist in coordinating movement of all mission rented vehicles assigned at IOM Qatar. Prepare daily vehicle movement schedule in coordination with program managers and heads of the implementation.
  • Assist IOM fleet management including day to day allocation of vehicles, tracking of vehicles movements, vehicles log-books maintenance and provision of monthly fleet operations reports. Follow-up on regular and proper maintenance, repairs, fuel supply, appropriate accident reports and safe running conditions for all vehicles.
  • Support with rental of additional vehicles/trucks whenever required. Prepare documentation for timely payment of rental vehicles, equipment maintenance, casual labor, courier services, internet services and others as may be assigned. Maintain administrative and logistics files.
  • Organize regular maintenance/repair of office equipment.
  • Monitor the performance of duties of all drivers in IOM Qatar.
  • Monitor and track assets procured for various projects within the emergency portfolio as well as the office assets and consumables to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.
  • Verify that all mission vehicles are kept clean (in and out), properly maintained, and kept in good running condition all the time. Put in place and implement a preventive maintenance system for all mission vehicles.
  • Follow-up with the Supply Chain Officer to ensure that vehicles assigned undergo timely preventive maintenance in accordance with the standard frequency/schedule established across the mission. Monitor that vehicles needing repairs are promptly and properly repaired for keeping vehicles availability at peak.
  • Maintain and monitor accurate records of rented vehicles log sheets, fuel consumption, and repair or maintenance cost. Submit monthly vehicle log sheets to Supply Chain Officer.
  • Support the Supply Chain Officer administratively with organizing trainings and workshops for program staff as needed.
  • Report all problems involving transportation and dispatching to Head of Supply Chain Unit in the timely manner.
  • Submit Payment Requests with supporting documentation to the Finance Unit to execute in-Mission Payments. Follow up with the Finance Unit to ensure that suppliers' accounts are settled on time.
  • Organize timely servicing of IOM/ rented vehicles and/or provision of replacement units whenever rented vehicles are serviced or repaired
  • Perform other duties as may be assigned.
-
Required Qualifications and Experience_

Education

  • University degree in Business Administration, Management, or a related field from accredited academic institution, with two years of relevant professional experience; or
  • High School Certificate in above field with four years of relevant professional work experience.

Experience

  • Knowledge in fleet management and fleet administration is an advantage.
  • Previous experience with NGO or UN agency is an asset.
  • Experience working in logistics and/or transportation service preferred
  • Previous experience with humanitarian organizations and in supply chain management is an advantage.

Skills

  • Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented.
  • Excellent written and communication skills.
  • Attention to detail and ability to organize.

Languages
For all applicants, fluency in English is required (oral and written).

Working knowledge of Arabic, Pashto, Dari and/or Farsi is desirable.

Notes
-
Required Competencies_

Values

  • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
  • Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
  • Professionalism:demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting daytoday challenges.
  • Courage: Demonstrates willingness to take a stand on issues of importance.
  • Empathy: Shows compassion for others, makes people feel safe, respected and fairl

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