SSA Fleet Assistant-G3 at World Health Organization

OBJECTIVES OF THE PROGRAMME
The Country Management Support Unit (CSU) contributes to WHO Kenya Country Office three strategic priorities: achieving universal health coverage, addressing health emergencies, and promoting healthier populations.  These priorities are aligned with the WHO’s Thirteenth General Programme of Work (GPW13), which sets the strategic direction for the organization for 2019-2023 and has three enabling functions: leadership, governance and advocacy; organizational effectiveness and efficiency; and measurement, learning and innovation.
The CSU provides support to clusters and staff to fully assume their responsibilities to ensure compliance with organizational policies, procedures, rules and regulations on all administrative and financial matters.  

PURPOSE OF THE POSITION

Under the direct supervision of Operations Officer, the incumbent is expected to provide, efficient fleet and logistical services, in consistency with WHO rules and regulations.

The Fleet 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. He/she will ensure efficient, cost-effective, and transparent utilization of resources. 
Broad guidance is provided by supervisor or other professional staff or through general objectives and instructions regarding resource allocation, clusters/programmes needs and priorities.

DESCRIPTION OF DUTIES

• 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.

REQUIRED QUALIFICATIONS

Education (Qualifications):

• Essential: Completion of Secondary education or Equivalent Technical training or Commercial education with specialization in Logistics, Fleet Management, Business Administration, or related field
• Desirable: Diploma/ Higher Education in Logistics, Fleet Management, will be an added advantage

Experience:

• Essential: At least three years’ experience in Logistics, Fleet Management or Business administration.
• Desirable: experience with international NGO/UN Agencies will be added advantage.

Skills 

• Sound knowledge of the principles, practice, business processes and techniques in Logistics/Fleet Management
• Ability to collect, analyze and make sound recommendations for decision making
• Ability to monitor and communicate progress, write concise reports regarding logistics/fleet activities
• Planning, communication, problem solving, accountability, creativity, and client orientation skills
• Good understanding of fleet administration rules and business processes
• Demonstrate ability to coordinate tasks to meet deadlines
• Proficiency in using the Microsoft Office Suite, especially Excel, Word, and Powerpoint, ERP 

WHO Competencies

• Teamwork
• Communicating in a credible and effective way 
• Producing Results
• Ensuring effective use of resources
• Respecting and promoting individual and cultural differences. 

Use of Language Skills
Essential: Expert knowledge of English
Desirable: Intermediate knowledge of WHO working language