Summary
Date Posted: Saturday, October 29, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Fleet Pool Assistant

Summary of Assigned Duties (Describe what the incumbent has to do to achieve main objectives)
• The Vehicle Pool Assistant is responsible for assisting in allocating vehicles based on daily requests and supervises the pool of drivers for both “allocated” or “pooled” vehicles.
• Collect daily Fleet data (Fuel consumption, repairs, maintenance, accident reports, driver’s data…) and record them into the system.
• Update the system daily by recording new vehicles crucial information into software.
• Follow up contract’s portfolio (vehicle rental company, vehicle insurance & fuel supply) and ensure appropriate filing tree as per WFS guideline’s procedures.
• Update/maintain drivers’ data (valid driver’s license, eyes test, medical check, trainings)
• Receiving and reviewing the transport request from the transport booking apps.
• Proposing transport schedule to supervisor for approval.
• Preparing and monitoring the drivers’ work schedule including field trip.
• Scheduling the maintenance and service of the vehicles (and controlling the correct filling in of vehicle logbook accordingly).
• Preparing Work Orders for repairs & maintenances.
• Issuing vouchers for fuel supply and seek approval from line supervisor.
• Assisting in the regular technical control for WHO fleet.
• Prior renting any vehicle, ensuring technical control to fit WFS safety rules.
• Performing weekly checks of the vehicle inventory, documentation and first aid kit together with the responsible driver.
• Ensuring that all vehicle documents are valid and available in the vehicle and that all goods and passengers have all necessary papers in order before travelling.
• Ensuring that all administrative documents are always accessible to drivers (e.g. accident report, logbook, map of the area, security clearance form, emergency contact list…).
• Conducting a driving test for new rented vehicle’s drivers and brief them on WHO Road Safety and WHO Code of conduct.
• Assists in organizing monthly drivers meeting (change of security rules related to vehicle movements…).
• Ensuring clean and functional office space accommodation for drivers (drivers room management).
• Ensuring clean parking workplace.
• Preparing drivers roster and replacement in case of absence.

Other duties
• Perform all other related duties as required or instructed, including providing support to other areas of work.
• The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, the cluster and WHO, to be able to brief others and explain procedures.

Competencies:
• Teamwork.
• Respecting and promoting individual and cultural differences.
• Communication.
• Producing results
• Creating an empowering and motivating environment

Functional Knowledge and Skills
• Sound organization and wide range of office skills.
• Sound knowledge of using office and computer packages.
• The ability to multitask and work independently when required.
• Skills in auto-mechanics.

Education Qualifications
Essential
• Completion of secondary school education or equivalent.
Desirable
• Vocational training in mechanics.

Experience
Essential
• A minimum of three years of experience in the area of Logistics and/or Fleet Management.
Desirable
• Relevant experience in WHO or another UN agency an asset.

Use of Language Skills
• Languages: English expert level required
• Knowledge of another WHO official language an asset.

Work Hours: 8

Experience in Months: 36

Level of Education: High School

Job application procedure

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