JOB OPPORTUNITY

Administration Assistant (Fleet Management), GS-5 (830505)

ABOUT WFP

The United Nations World Food Programme 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.

ORGANIZATIONAL CONTEXT

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.

At this level job holders are expected to take responsibility for 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

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

TERMS AND CONDITIONS

Position Title: Administration Assistant (Fleet Management)
Contract Type: Fixed Term (FT)
Level: GS-5
Contract Duration: 12 months (renewable)
Duty Station: Kathmandu, Nepal
Vacancy Number: 830505
Deadline of Application: 10 December 2023

This VA is only for the Nepalese nationals.

WFP offers a competitive benefits package including salary plus a medical insurance (https://newgo.wfp.org/collection/medical-insurance-coverage-scheme-mics-cigna )

KEY ACCOUNTABILITIES (not all-inclusive)

1. Under the overall guidance of the Administration Officer, the incumbent shall carry out the following.

Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
Be a first point of contact for fleet related internal queries, to facilitate the provision of efficient and effective resolution of daily issues. Work closely with WFP Procurement, Fleet Center and local authorized vehicle vendor for WFP fleet related procurement.
Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
Check the provision of a range of services, including light vehicle management, protocol related, etc., maintaining information, to contribute to the provision of a safe fleet system. Process settlements of fleet invoices and insurances of the vehicles. Ensure KPIs are maintained within the set parameters. Update the WFP Fleet Management System (FMS) on a regular basis including fleet and fuel data, overhead costs, fuel reconciliation and disposal of vehicles.
Identify requirement of fleet goods and services (maintenance and servicing of vehicles and motorcycles), work closely with Admin Associate and procurement unit for planning, monitoring and processing administrative actions related to fleet management.
Support Property Officer on disposal of light vehicles and motorcycles (donation, auction or scrapping). Carry out protocol requirements of Nepal Government and WFP asset disposal regulations. Regularly support in updating disposal data analysis and update on end of life of vehicles in order to prepare for disposal and replacement of vehicles.
Check and perform protocol related services (exemptions) of non-food items.
Handle visa protocol services in absence of visa focal person.
Supervise Head Driver in the Country Office (CO) and provide technical supervision to other drivers in Country Office and Field Offices.
Perform duties as required.

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education. A post-secondary certificate in the related functional area or completion of Bachelor’s degree in any other relevant areas is desirable.

Language: Fluency in both oral and written communication in both English and Nepali languages.

Experience;

Minimum of five years of progressively responsible work experience in administration related work with solid experience in Fleet Management.
Work experience in UN agencies is preferred.
Prior supervisory role required.

Knowledge & Skills:

Proficient in the use of office equipment and computer software packages, such as Microsoft Word and Excel.
Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day-to-day work.
Has supported in providing ad-hoc guidance to new staff members.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
Has supported in providing ad-hoc guidance to new staff members

WFP LEADERSHIP FRAMEWORK: COMMON STANDARDS OF BEHAVIOUR

All WFP Employees are expected to demonstrate the competencies and standards of behaviour aligned with our core values and defined in the WFP LEADERSHIP FRAMEWORK, namely:

Leading by example with integrity,
Driving results and delivering on commitments,
Fostering inclusive and collaborative teamwork,
Applying strategic thinking,
Building and maintaining sustainable partnerships.

HOW TO APPLY

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.

Request for Disability related Reasonable Accommodations:

It is important to WFP to create an accessible and inclusive workplace for everyone.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.  If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the selection and hiring process, please direct your request and inquiries to nepal.hr@wfp.org. A member of the HR team responsible for reasonable accommodation will contact you to confidentially discuss your needs.

This email is only to be used for any disability related accessibility requirements and not for sending the application itself. Due to the volume of applications, any applications or CVs sent through this email address will not be considered a formal application and will not receive a reply from WFP.

WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment

WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.