The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. UNON performs representation functions with permanent missions, the host government and governmental and non-governmental organizations in Nairobi. UNON supports programme implementation of the UN Environment Programme (UNEP) and the UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services (www.unon.org).
This post is located in Facilities Management and Transportation Section (FMTS), Central Support Services, Division of Administrative Services, at the Nairobi duty station. Under the supervision of the Chief, FMTS, the incumbent will be responsible for the following functions:
Responsibilities
• Facilitating fueling of UNON vehicles and monitor their fuel consumption for timely replenishment.
• Assisting in the preparation and compilation of vehicle fuel consumption reports.
• Overseeing, directing and guiding the fuels operation team.
• Overseeing the correct issuance of fuel and management of related documents including receipts.
• Ensuring UNON vehicles are fueled in accordance to all Health, Safety, and Environmental plans.
• Monitoring and validating the proper fuel accountability procedures.
• Facilitating servicing and maintenance of all UNON official vehicles.
• Instituting cost effective measures in UNON transportation operations.
• Receiving and compiling motor vehicle statistics for management use.
• Assisting in the management of motor vehicle data/files and maintenance of motor vehicle fleet register.
• Developing and implementing UNON transport vehicle maintenance schedule.
• Overseeing the vehicle cleaning for UNON vehicles
• Verifying the vehicle cleaning cost and keep related records
• Verifying the vehicle cleaning invoices for accuracy before submission to accounts department for payment.
• Assigning UNON dedicated drivers /vehicles official duties as per office requests.
• Maintaining contact with relevant staff with respect to the provision, coordination and monitoring the status of the services.
• Assigning UNON drivers to vehicles according to factors such as length and purpose of trip, number of passengers transported and preference of vehicle make and rank of use considerations.
• Assisting in coordinating special events transport logistics planning and execution in conjunction with FMTS.
• Assisting in the technical evaluation of short-term contacts
• Recording and monitor transport related contract activities affecting the UNON Vehicles
• Monitoring the allocated funds and advice the management on the usage.
• Perform other related duties as assigned.
Competencies
•Professionalism: Knowledge of policies, practices and regulations on management of supplies, purchasing and logistics and ability to apply them in an organizational environment. Ability to maintain accurate records and prepare reports on a wide variety of data. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent is required. Supplementary training in Transport Management or Business Administration from a recognized institution is highly desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be
accepted in lieu of the GGST.
The GGST is administered to applicants when required before the administration of a written assessment and/or interview.
Work Experience
A minimum of five (5) years of progressively responsible work experience in Transport, Logistics or related area is required.
Computer application skills in MS Office, specifically in Word,Excel, and Access are desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
Appointment against this post is on local basis. External candidates will be considered only when no suitable candidate from the duty station is identified.
This position is available for an initial period of three (3) months, a limited duration that does not carry any expectancy, legal or otherwise, of renewal. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
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