Fleet Manager at World Health Organization

OBJECTIVES OF THE PROGRAMME

The mission of WHO’s Emergencies Preparedness and Response program is to help countries, and to coordinate international action, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

WHO Fleet Services (WFS) objectives:

Improve effectiveness by:

• Ensuring transport availability, and effective relationships with with rental vehicle providers.
• Reduce transportation-related costs through:
• Studying cost-effective vehicle acquisition and recommending procurement options.
• Timely replacement of WHO vehicles.
• Timely preventive maintenance of all WHO vehicles.
• Realizing optimal disposal revenue from all vehicles.
• Reduce negative effects associated with road transport.
• Enhanced safety for WHO personnel and other road users.
• Reduced environmental impact through lower emissions.
• Recruit qualified and experienced drivers.

PURPOSE OF THE POSITION

In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the hub level, the Fleet Manager is responsible for the provision of a well-rounded Fleet Management Service that enables WHO to successfully implement a rapid, fully functional emergency operation. This includes providing the Organization with the tactical means to perform its mission in the best possible conditions, organizing all requirements for transporting staff, guests and visitors, managing vehicles, and setting up appropriate and responsive staff transport programs. The incumbent may be deployed to emergency operations when required.

SUMMARY OF ASSIGNED DUTIES

Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties:

• Coordinate and arrange all vehicle transport requirements daily for staff, visiting WHO managers and guests, ensuring timely delivery, and applying rental options when authorized.
•  Improve the end-to-end lifecycle for the WHO vehicle fleet, from supporting specification definition through purchasing to the delivery, maintenance, fuel management, and disposal.
• Monitoring fleet KPIs and performance.
• Produce and disseminate reports and information related to fleet management in a timely manner, analyze stock data, forecast, and prepare orders for spare parts, tires, and materials required for the operations.
• Ensure that all vehicles are well maintained and monitor preventive maintenance schedules in collaboration with manufacturers.
• Prepare a Response Plan with a corresponding budget (the plan may include a vehicle disposal /replacement plan).
• Ensure that all vehicles (rental & owned) are properly registered and have a Third-Party Liability (TPL) insurance according to the WHO policy.
• In collaboration with the HR Unit, identify and contract drivers, mechanics, and other support staff required for the smooth running of the fleet and deliveries. Assign duties, manage, and supervise staff and non-staff within the unit.
• Ensuring that all WHO drivers (staff & rental) are qualified and fit to drive the vehicle they are assigned.
• Monitor and track to ensure that fleet data, such as maintenance and fuel data, is captured in the fleet management systems.
• Maintain information related to maintenance and vehicle specifications in TRACPOINT.
• Identify quality garages, fuel, and rental service providers, support the establishment of procurement contracts, establish quality control mechanisms, undertake performance reviews on a regular basis. Manage and ensure that maintenance has taken place and validate the invoices.
• Ensure proper documentation, filing, and compilation of the repairs and maintenance done when releasing a vehicle for use.
• Ensure deployment and installation of technical equipment linked to the WHO automotive Fleet (e.g., Teramar / Tracpoint System), etc.
• Ensure appropriate registration and licensing of the vehicle fleet.
• Develop and maintain a database of service providers, ensure excellence in the delivery of services, prepare assessment reports, and ensure timely renewal of contracts and insurance policies.
• Contribute to OSL SITREP with Fleet components, as required.
• Performs any other related duties as required by the supervisor.

REQUIRED QUALIFICATIONS

EDUCATIONAL QUALIFICATION

Essential:

• A first university degree in transport, logistics operations management, mechanical engineering, or a related field from an accredited/recognized institution.

Desirable

• Professional certification/qualification in fleet management and areas such as transport, distribution, and supply chain management. Degree or training in information management systems and their application to logistics, transport, or supply management and monitoring.

EXPERIENCE

Essential:

• At least five (5) years of related experience and exposure, at national and international levels, in fleet management in international organizations/ institutions and/or managing emergency logistics operations.

Desirable

• Prior working experience with WHO, UN agencies, health-cluster partners, recognized humanitarian organizations, or an international non-governmental organization.
• Experience or knowledge of import/export and customs administration.

FUNCTIONAL KNOWLEDGE AND SKILLS

• Excellent analytical skills with the ability to manage people and activities and multitask.
• Excellent skills and knowledge in Fleet Engineering, Logistics Management, and Emergency Operations.
• Working under pressure. 
• Excellent organizational skills with strong problem-solving skills
• Excellent interpersonal skills with the ability to negotiate with and convince officials with tact and diplomacy.
• Ability to write clear and concise manner and to present information to achieve desired results.
• Knowledge or understanding of WHO mandate and goals in the emergency incident management context