Fleet Management Assistant

Introduction

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 non-governmental 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.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

IOM in South Sudan has a broad range of programming centered around three broad areas: Humanitarian Coordination and Support; Humanitarian response and Resilience; and Peacebuilding, Transition, and Development. Humanitarian Coordination and support include leading/co-leading the Camp Coordination and Camp Management (CCCM) and Shelter and Non-Food Items (NFI) Clusters, Displacement Tracking Matrix (DTM), Water, Sanitation and Hygiene (WASH) and management of WASH and Shelter and NFI Core-pipelines, Humanitarian Hubs and common transport services. Humanitarian response and Resilience include; CCCM, WASH, Shelter & NFI, Health, Protection, Gender equality and inclusion, Mental health and Psychosocial support and the Management of a Rapid Response Fund. Under Peacebuilding, Transition and Development, IOM South Sudan implements programming on Housing, Land and Property Page issues, Transition and Recovery, Transhumance conflict prevention, Community-based violence reduction, Community development and Migration Management.

Under the overall supervision of the Head of Logistics in South Sudan and direct supervision of the Fleet Manager and in collaboration with relevant units in Juba, South Sudan, the Fleet Management Assistant will be responsible and accountable for the managing the drivers and fleet of IOM Country Office, Juba.

Responsibilities:

1.  Assist in coordinating day-to-day dispatch activities as per need for intercity and within city missions.

2.  Support efficient coordination with dispatch team for smooth operations, including.

   • Mission planning and assigning drivers / cars.

   • Coordinate with OSS to acquire road status for intercity missions.

   • Planning and deploying weekends, holidays, and night drivers.

   • Maintain record of extra hours served by drivers.

3. Keep record of driving licenses and necessary permissions for dispatch and international staff with authority to drive.

4. Randomly check logbooks and track mileage viz a viz fuel consumption. Notify fleet manager in case of any observation.

5. Generate leave plan for complete year of dispatch team. 

6.  Verify the fleet is in working condition and generate vehicle maintenance requisitions as per need with approval of fleet manager.

7. Closely coordinate and act as backup for Airport team focal person. 

8. Generate incident reports immediately for vehicles involved in traffic accidents and any other damage to IOM vehicle. 

9. Coordinate with insurance focal person and OSS in case of accidents. Make sure that vehicles are repaired through insurance as soon as possible.

10. Generate daily reports of vehicles, reflecting vehicles status in Juba, on mission, under maintenance or any other task.

11. Provide inputs for the evaluation of drivers.

12. Fulfil any other responsibilities as directed by fleet manager.

Required Qualifications and Experience

Education

• Certification for Supply Chain Management. 

• High School Degree or minimum three years’ experience of logistics and fleet management.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Experience of working as driver, part of which is supporting activities as below:

  • Working as driver full time

  • Knowledge of planning fleet movements

  • Knowledge of airport related activities  

  • Coordination with Workshop.

Skills

• The candidate should have good knowledge of LVs fleet management applications.

• Motivational skills to solve / address day to day challenges of dispatch.

• Team player and can work in minimum supervision.

   

Languages

The Candidate should have good verbal and written English skills. Knowledge and fluency in verbal Juba Arabic and local languages is an added Advantage.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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 day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural  indicators Level 1

• Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
• Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

Please refer to this link for guidance on IOM Job Category.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies