Description of assignment title- Associate Fleet Management Officer
Assignment country- Uganda
Expected start date- 30/11/2021
Sustainable Development Goal- REDUCED INEQUALITY
Volunteer category- International UN Volunteer Specialist
DoA reserved for persons with disabilities- No
Host entity- UNHCR
Type- Onsite
Duration- 11 months (with possibility of extension)
Number of assignments- 1
Duty stations- Arua
Details
Mission and objectives
The Office of the UNHCR was established on 14 December 1950 by the UN General Assembly. The agency is mandated to lead and coordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, with the option to return home voluntarily, integrate locally or to resettle in a third country (www.unhcr.org). In line with this mandate UNHCR supports the Republic of Uganda in protecting individuals who seeks asylum in the country as well as those in the country at risk of being stateless or who already are considered stateless. UNHCR also provides direct assistance through implementing partners to refugees and asylum seekers in Uganda. As of Sept 30 UNHCR in Uganda targets approximately 1,524,352 refugees and asylum seekers for assistance in terms of basic services and legal protection. UNHCR puts a strong effort into identifying durable solutions for all refugees in Uganda and to reduce the risk of persons in the country becoming stateless.
Context
UNHCR Sub Office in Arua district was established in 1983. It was downgraded to Field unit in September 2016, when it was upgraded to a field office. Again because of the influx and proximity to Bidibidi and Rhino settlements, it was upgraded to sub-office level as of October 1, 2016. There are three main settlements under SO Arua; Lobule, Rhino Camp, and Imvepi Settlements with a population of about 277,719 refugees as of Sept 30, 2021. Rhino camp and Imvepi Settlements are located 55 and 65 km from Arua respectively. Currently, the staff who are tasked to operate in these settlements commute from Arua, though UNHCR has a satellite office in Yoro base, which hosts UNHCR, OPM, and IPs/OPs.
Task description
Under the direct supervision of the Admin Officer, the UN Volunteer will undertake the following tasks: • Coordinate, manage and support all the fleet management activities in the Office. • Implement effective fleet management that regularly monitors the fleet pool, saves cost and safeguards the investment of the organisation. • Apply UNHCR’s fleet management strategy when preparing plans for purchase of important fleet assets. Conduct spend analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements. • Plan for acquisition, maintenance and replacement of fleet assets. Develop local fleet management replacement • strategies taking into account UNHCR short and medium term requirements. • Coordinate activities of implementing partners and/or contractors performing fleet related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures. • Respond to field requests for information and advice and coordinate responses from a range of HQ units to provide a clear, consistent and timely response to the field. • Collect information both in the field and in HQ, to ensure relevant and appropriate in-formation is gathered and shared. • Promote an understanding of concerns, objectives and priorities for fleet related issues by providing information or expertise to interested parties. • Infrastructure Support • Provide fleet management reports, customised reports, and gathers information on all fleet assets and provides in-depth reports periodically and when requested. • Monitor the quality and accuracy of fleet related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in fleet related matters that will assist in decision making. • Disseminate, promote commitment to and monitor compliance with UNHCR’s global policies, standards and guidance on fleet management. • Coordinate the management of drivers and the weekly plan of movement. Furthermore, UN Volunteers are required to: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible. Results/Expected Outputs: • The development of capacity through coaching, mentoring, and formal on-the-job training when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment; • A final statement of achievements towards volunteerism for development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed. • Successful implementation and maintenance of UNHCR standard practices in vehicle fleet management procedures. • Assurance of a cost-effective and appropriately-sized fleet. • Successful implementation and maintenance of vehicle and passenger security and safety procedures and systems. • Correct vehicle usage of procedures by UNHCR drivers as per the drivers’ rules and regulations. • Accurately controlled, recorded and monitored drivers and vehicle logbooks. • Fully trained drivers with developed skills and standards to the highest international safety standards. • Effective and professional communication with other units within the representation to en-sure the timely and efficient • receipt and dispatch of personnel and goods to destinations within the operational zone. • Ability to oversee, manage and operate fleet activities of the representation, supported by correct and cost-effective use of budget. • Maintain regular, timely and accurate reporting.
Requirements
Required experience
3 years of experience in A minimum of three years of experience working in general logistics, including warehousing, transportation, customs clearance and procurement, and in managing and supporting staff. The following experience is preferred: in other UN organizations, working for a humanitarian aid organization in a developing country and/or working in fleet and transport management within UNHCR.
Area(s) of expertise
Logistics and Inventory, Transport
Languages
English, Level: Fluent, Required
Required education level
Bachelor degree or equivalent in Mechanical trade qualification or Engineering Certificate required; Basic Training Course for delegates or equivalent knowledge preferred.
Competencies and values
• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented. • Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations. • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner. • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations. • Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary
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