Assistant Fleet Management Officer, NOA

UNHCR , Erbil, Iraq
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Job Summary

Job Description



Vacancy Notice No. IRQ/ERB/FTA/2020/039

Female candidates are strongly encouraged to apply

Title of Post: Assistant Fleet Management Officer

Category/grade: National Professional, NOA

Post Number: 10034440

Type of contract: Fixed Term Appointment

Location: Erbil, Iraq

Date of Issue: 03 December 2020

Effective date of assignment: 01 January 2021

Closing Date: 16 December 2020


The Assistant Fleet Management Officer coordinates and supervises activities related to fleet management in the Area of Responsibility (AoR) ensuring compliance with UNHCR rules and procedures, cost-effectiveness and efficiency and professionalism in the management of the fleet.

The incumbent reports to a more senior staff member within the domain, exact reporting line may vary depending on the office setup. The position can be located at UNHCR HQ, Regional Bureau, Country/Multi-Country/Field Offices

The Operation in Iraq maintains well over 400 vehicles in the country. A large number of these vehicles are deployed for the use of its partners under Right of Use (ROU) agreement in different Governorates of the country. The main task of this position would require him/her to be fully knowledgeable on the numbers, locations, and condition of each vehicle at all times. Details of the work will include maintaining individual records of these vehicles with up to date information on their conditions, fuel consumption, repair and maintenance history and so on in close coordination and consultation with Global Fleet Management (GFM), and the Supply Officer, disposal action and providing regular reports to Senior Managers and all stakeholders to facilitate their informed decision making.

The Operation’s current fleet composition includes light and heavy as well as armoured vehicles. The

Responsibility to maintain the whole fleet ensuring the vehicles are sent to regular servicing, repaired as and when needed, arranging replacement spare parts through the Supply Unit/GFM, analysing vehicle data and producing regular reports fully lies on this position.

The incumbent of this position will require to possess good communication and coordination skills, both within UNHCR, its partners and other external parties such as Government interlocutors and commercial entities. Previous fleet management experience with large national/international organizations and expertise in analysing data/ information coupled with excellent presentation skills are desirable for this position.

In addition to the above specification duties and responsibilities related to fleet management, the incumbent of this position will also be required, from time to time, to assist the Supply Unit in conducting procurement activities in areas that are not directly related to the vehicle fleet. This will include, drafting tender documents, inviting quotations, conducting market surveys, conducting financial evaluation and preparing recommendations for contract award, placing purchase orders and following through and concluding the order process. The incumbent of this position may be required to supervise some general service and clerical staff.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity


  • Analyse the existing fleet (with Peak-of-Peak method) and ensure that it is optimally aligned with the operational needs for delivery of protection and assistance to persons of concern (POC). Provide in-depth analysis periodically.

  • Advise the office(s) on maintaining an appropriate-sized fleet and how to optimise vehicle use though a pool or allocation system.

  • Act as focal person in vehicles ordering in conjunction with key stakeholders in terms of quantities and fleet composition.

  • Work with key counterparts in receiving, distributing, tracking of vehicles, accident, and incident reporting and schedule vehicles for service.

  • Maintain an updated inventory of all UNHCR vehicles and work closely with Asset Management colleagues assist in consolidating vehicles for disposal and processing disposal procedures with relevant Government authorities.

  • Assess technical capacity of local commercial electro-mechanical workshops or service providers for vehicle servicing and repair. Participate in market surveys for identification of suitable 3rd party logistics service providers including those of both light and heavy vehicles for rental and manage their performance.

  • Perform regular spot checks in workshops to check the quality of work and that work is carried according to invoice/s.

  • Check the status of maintenance and repair works on vehicles. Provide recommendation for acquisition, maintenance and replacement of fleet assets and parts.

  • Identify and recommend fleet management key performance indicators relevant for the country operation.

  • Monitor the quality and accuracy of and regularly update fleet data (mileage, fuel consumption, M/R data) in relevant business systems for all vehicles within the AoR. Compile and regularly analyse statistical information, identify trends and developments in fleet related matters, prepare reports on mileage, fuel consumption etc., assisting decision making.

  • Regularly monitor the utilisation and perform updates of the Vehicle Tracking System (VTS) for vehicles within the AoR.

  • Prepare regular briefings and progress reports on challenges and lessons learnt.

  • Perform other related duties as required.

Essential Minimum Qualifications and Experience:

  • 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree.

  • Ability to work in geographically diverse teams. High degree of integrity. Advanced Excel, MS Office skills.

  • Knowledge of English, Kurdish and Arabic Languages.

Desirable Qualifications & Competencies:

  • Having degree in Mechanical Engineering, Logstics, Supply Chain, Fleet Management or other relevant fields.

  • Certificates and/or Licenses in HCR Supply Chain Learning Programme, CIPS or Logistics training.

  • Knowledge of fleet Wave, VTS and any other vehicle management software is considered an asset. Experience and knowledge in fleet management.

Functional Skills:

  • SC-Supply Planning

  • SC-Fleet Management

  • SC-HCR Global Fleet Management Vehicle Insurance scheme

  • DV-Vehicle Management

  • CO-Cross-cultural communication

  • DV-Basic Vehicle Mechanical skills

  • Experience in Fleet Management, Asset Management and Procurement

Required Competencies:

Core Competencies:

  • Accountability

  • Communication

  • Organizational Awareness

  • Teamwork & Collaboration

  • Commitment to Continuous Learning

  • Client & Result Orientation

Managerial Competencies:

  • Empowering and Building Trust

  • Judgement and Decision Making

Cross-Functional Competencies:

  • Analytical Thinking

  • Planning and Organizing

  • Stakeholder Management