We are recruiting to fill the position below:
Job Title: Administration Associate (Fleet) – G6
Requisition: #123505
Location: Maiduguri, Borno
Job Type: Fixed-term
Organizational Context
- This job is found in Area Offices (AOs), Country Offices (COs) and Regional Bureaux (RBs). The Job holders report to a Head of Unit, Chief or Administration Officer.
- At this level job holders are expected to demonstrate responsibility and initiative to respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis.
- Job holders have a level of expertise and knowledge to adapt and contribute to the development of systems and processes in order to continually improve the level of support provided.
- Job holders are expected to manage resources and coach and coordinate a team of support staff.
Job Purpose
- To provide on-going substantive supervision of a team of staff; Provide technical recommendations on fleet management issues and resolve problems with minimal guidance received from the supervisor.
Key Accountabilities (Not All-Inclusive)
- Provide technical assistance in WFP vehicle fleet management including vehicle insurance and vehicle database operation;
- Ensure that maintenance of WFP vehicles is affected in a timely and efficient manner, and vehicles are technically ready for operation including insurance documents and drivers;
- Establish and maintain monitoring and control systems for all spare parts, lubricants, consumables and tyres issued and their proper utilization;
- Verify accuracy and completeness of all invoices and clear them for further processing and payment;
- Ensure that financial data is timely collected, analyzed and entered correctly in WFP corporate system(s); Analyze and resolve discrepancies/irregularities and bring to the attention of the supervisor complex issues;
- Analyze all expenditures and recommend potential areas of cost reduction and/or recovery where possible;
- Prepare monthly/quarterly/annual reports as required;
- Ensure the efficient maintenance of workshop(s) and proper use of WFP vehicles and other related equipment;
- Provide overall supervision, training and guidance for staff as required;
- Follow up WFP policies and procedures;
- Ensure that comprehensive lists of necessary spare parts to be purchased are prepared in a timely manner and accurate records of all items used are always maintained;
- Report on all works carried out related to WFP vehicles;
- Formulate and monitor budget allocations for WFP fleet management purposes;
- Maintain liaison with relevant WFP units and service providers/suppliers with respect to the status of procurement, delivery, financial and insurance matters;
- Perform other related duties as required.
4Ps Core Organisational Capabilities
Purpose:
- Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
- Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
- Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
- Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People:
- Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
- Create an inclusive culture: Facilitates team building activities to build rapport in its own unit.
- Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within your own team.
- Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance:
- Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
- Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
- Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
- Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership:
- Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
- Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
- Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
Functional Capabilities
Capability Name – Description of the behaviour expected for the proficiency level
- Business Support Services & Reporting – Applies strong ability to identify country-level requirements and develop customer-focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
- Internal Controls & Risk Management – Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
- Resource Management – Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
- Specialised Knowledge in Administrative Services – Demonstrates a broad or specialist knowledge of administration best practices, techniques and processes, and a good grasp of WFP standards, processes, and infrastructure in the area of responsibility; applies this to ensure the provision of efficient and effective administration services.
- Customer Focus – Monitors and supervises administrative work against the established standards and protocols for service excellence. Ensures that customer problems are identified and resolved.
Standard Minimum Qualifications
- Education: Completion of a High School Graduate Diploma/ Secondary School Education, supplemented by vocational training programme in automotive service technology or relevant mechanical/technical trainings.
- Valid driver’s license with clean driving record for commercial and light vehicles is a requirement.
- Language: Fluency in both Oral and Written communication in English language. Fluency in Hausa or Kanuri language is also considered an asset.
Other Specific Job Requirements:
- Experience utilising computers, including word processing, spreadsheet and other software packages in support of fleet management.
- Ability to read and study technical manuals.
- Good knowledge of how vehicles work and how various parts of the vehicle interact with each other; Knowledge of driving rules and regulations.
Desired Experiences for Entry into the Role:
- At least five years of progressively responsible experience in commercial and light vehicle fleet management support or progressively responsible experience as senior mechanic in a workshop.
- At least one year at G5 level or equivalent.
Remuneration
- Selected candidate will be employed on a fixed-term contract with a probationary period of one year. WFP offers an attractive compensation package.
How to Apply
Interested and qualified candidates should:
Click here to apply
Terms and Conditions
- Qualified female candidates are encouraged to apply.
- Only Nigerian nationals or holders of valid residence and work permits are eligible to apply for this position
- Applications are to be submitted and recieved online and in English language only.
- Only shortlisted candidates will be contacted. Canvassing is strictly prohibited. Canvassing of any sort will lead to automatic disqualification of the concerned applicant.
Note
- WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.
- Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.
- WFP will apply a rigorous and transparent selection process including thorough assessment of technical skills to ensure the best candidates are selected for the job.
- Please ensure that your application contains accurate and complete information on academic qualifications, employment record and language skills
Application Deadline 12th August, 2020.
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