Proactive Review of Fuel Management Fleet Management at United Nations High Commissioner for Refugees (UNHCR)

Activity 1: Global Overview of Fuel Acquisition/Use/Management over a defined time period

• Determine overall fuel management/acquisition/consumption practice by a sample of country operations, including:
• The number and type of fuel consuming units (vehicles/generators).
• Allocation of functional responsibility and accountability for fuel management,
• Fuel procurement / distribution/delivery methods (partners, commercial suppliers, UN/UNHCR managed bulk storage, etc.).
• Fuelling event data capture and record-keeping, including bulk and individual asset fuelling at an operational and centralized level in line with accessibility,
• Fuel control and monitoring processes.
• Fuel consumption analysis and reconciliation process, including response actions.
• In addition, capture any additional relevant observations on fuel management.
• For the designated operations, review documentation on fuel management available in the operation and compare with actual findings on site
• By month 2, develop a work plan for the full period of the consultancy with achievable milestones
• Actively engage with the operation, to review the current fuel management set up and propose practical and realistic improvements to the current modus operandi
• Take stock of current fuel management arrangements in the different locations including fuel procurement (contracts, locations, quantities procured vs consumed), fuel distribution, fuel storage (if any), SOPs, personnel involved in fuel management
• Jointly with the operation develop a risk register/log for fuel management for the operation
• Formulate recommendations on how to permanently improve fuel management in the operation
• Formulate recommendations for a more lenient and transparent fuel management process with a clear chain of command and reporting lines, based on positions, instead of individuals.
• Develop a fuel management review procedure, which can be replicated in other operations., together with SOPs for the various steps of the fuel management process,
• Formulate KPIs for fuel management for the operation, that are easy to monitor and support the operation in developing a realistic baseline to build upon.
• Prepare a final report and present its findings to Sr. Management in the operation and on HQ level
• Compare identified fuel management characteristics of a defined number of country operations, including:
• Total fuel usage.
• Fuel consumption by asset type.
• Fuel consumption by individual asset.
• Quantity of fuel losses.
• Quality of fuelling event data capture (timeliness, accuracy and completeness),
• Effectiveness of fuel consumption analysis and monitoring processes.
• Identify inconsistencies and anomalies in fuel use and management between country operations.

Activity 2 - Enhancing Fuel Control, Processes and Systems

• Based on the strengths and weaknesses in overall fuel control in UNHCR identified in Activity 1, propose measures and tasks that can be implemented to strengthen control processes of fuel acquisition and distribution at all levels of the fuel supply chain, from bulk fuel procurement to fueling practices of individual vehicles/generators. Propose practical measures to establish fuel quality control and define related standards/specifications.

The two Activities will require liaison and collaboration with Global Mobility and Infrastructure Services (GMIS), procurement, programme and other relevant functions at HQ, regional and field levels.

Information sources include, but are not limited to:

Data sources:

• VTS,
• FleetWave
• Vehicle logbooks
• MSRP
• Country office procurement
• Partnership agreements, etc.

Interviews:

• CO programme staff
• CO Supply & Admin staff
• GMIS Geneva
• GFM Budapest
• Partners providing fuel services

Deliverables:

Accountability (key results to be achieved)

• Findings are reported in writing timely and professionally to the Head of GFM at the end of each month.
• Incumbent will be given a list of all UNHCR offices and Implementing Partners who procure fuel form UNHCR funds or use UNHCR vehicles.
• Incumbent will have regular (minimum weekly) status update discussion with the Head of GFM.
• Incumbent will prepare a final report on fuel management in the operation reflecting the findings of all activities as specified in paragraph 3 of the TORs.

Responsibility (process and functions undertaken to achieve results)

• The incumbent will provide specific expertise on fuel management.
• The incumbent will start by reviewing the available documentation related to the specific projects outlined above with a specific focus to assess the possibility (risks) of loss, theft and misconduct.
• Travel of the incumbent will be approved by the Chief GFM
• The incumbent will be required to write reports highlighting control weaknesses that would need to be addressed to strengthen the controls to mitigate possible losses, inefficiencies or inadequate fuel management.

Essential minimum qualifications and professional experience required

• Degree in logistics, supply chain management, or a related engineering discipline.
• At least 10 years (8 years with an advanced university degree) relevant experience in the area of fuel management, including, monitoring, quality control, evaluation etc.