Fleet Coordination/Dispatcher, G4, Kyiv, Ukraine at UNDP

Kyiv, , Ukraine -

Full Time

Start Date

Immediate

Expiry Date

02 Aug, 26

Salary

0.0

Posted On

04 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Fleet management, Logistics management, Team supervision, Vehicle maintenance, Data management, Administrative support, UN protocol, Security procedures, Time management, Procurement support, Reporting, Communication skills, Multitasking, Office software

Industry

International Affairs

Description

The Position: The position is located in Ukraine Country Office. The Fleet Coordination/Dispatcher will be working Under the Direct supervision of the International Operations Manager. How you can make a difference: UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals. In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results. Job Purpose: The Fleet Coordination/Dispatcher is responsible for the overall management of the Country Office fleet, ensuring safe, reliable, and efficient transportation services in support of UNFPA activities. The role includes leading and supervising Drivers, overseeing vehicle maintenance and operations, and providing driving support to senior UNFPA officials and visitors when needed. The Fleet Coordination/Dispatcher upholds the highest standards of discretion, integrity, and responsibility, demonstrating excellent knowledge of UN protocol, security procedures, and operational requirements. You would be responsible for: 1.Planning and coordination of vehicles & drivers’ missions and daily movements * Organize and review the daily movement requests and assign vehicles and drivers accordingly to optimize the usage of resources and timely support to clients. * Review of CO mission plans and assign vehicles and drivers accordingly to avoid overlapping and to ensure cost efficiency and timely support. 2. Effective management and supervision of Drivers * Ensure that all staff under his/her supervision have a clear understanding of their individual responsibilities, assignments and accountability to their team in accordance with UNFPA's established Policies and Procedures as contained in the Policies and Procedures Manual (PPM). * Ensure that all staff under his/her supervision have clear annual objectives and benefit from effective, fair and timely Performance Appraisal review * Contribute to the evaluation of field office drivers * Ensure Drivers receive proper training to uphold safe driving standards, * Provides guidance and coaching to drivers as necessary; * Schedule and manage drivers’ leave, entitlements and benefits according to the rules and regulations. * Support drivers, Management and all the office teams in ensuring compliance to UNFPA policies, procedures and SOPs * Make recommendations for changes and improvements to existing standards operations procedures; 3. UNFPA vehicles management and maintenance, * Inspect the UNFPA vehicle daily and supervise their proper day-to-day cleaning and maintenance and timely minor repairs, * Monitor vehicles usage, schedule and coordinate their regular maintenance and repair up to the established security standards to ensure operational efficiency and minimize downtime, bringing any issue to the immediate attention of the Operations Manager. * Ensure strict servicing and maintenance times to minimize downtime and maintain schedules. * Coordinate with garages in providing contract services; solicit and collect bids for maintenance and repairs * Monitor and recommend vehicle warranty recovery, as well as confirming repair schedules with vendors. * Submit monthly fuel usage and request for fuel purchase as necessary; * Maintain detailed records of vehicle servicing and inspection and prepare quarterly vehicle maintenance plans and usage history reports with analysis of the vehicle usage data & cost with recommendations to increase operational efficiency; * Ensure that all the required vehicle documents/supplies are valid and up-to-date including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle; * Keep track of vehicle insurances and other official formalities; * Ensures that the steps required by rules and regulations (UNFPA SOPs) are taken in case of involvement in a road traffic accident and ensure follow-up till closure of the cases; * Make recommendations for improvement of the fleet and support purchase of vehicles, their registration and licensing * Assist in the implementation of the global fleet management procedures; 4. Administration and operations support * Support in reviewing the procurement requests and initiation of procurement procedures related to vehicle equipment, supplies and services in a transparent and cost-effective manner; * Verify receipt of goods and services related to fleet management, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed; * Maintains a central filing system for the fleet management including logbooks, fuel purchase, repairs, etc. for ease of reference; * Contributes to the creation and sharing of knowledge by synthesizing and documenting findings and lessons learned, success stories and best practices, strategies and approaches of the fleet unit and drafting relevant materials for dissemination. * Contribute to verification, certification, reconciliations and year-end processes as required. * Support with creation of Atlas requisitions for operations activities; * Review, check and reconcile bills, invoice and receipts related to vehicle management from vendor on timely manner and before submission to Finance Unit for processing; 5. Efficient provision of reliable transportation and safe driving services when needed to the Representative, Deputy Representative, and other high-ranking UN officials and visitors: * Meet/escort UNFPA and other UN staff members/visitors/consultants at airport, borders and in-country to facilitate and expedite their entry/exit/transit to and out of Lebanon; assist in handling claims of lost luggage and missing goods; * Drive UNFPA and other UN officials and personnel providing reliable and safe driving services by driving office vehicle for the transport of UNFPA Syria Staff and missions; * Keep abreast of traffic and road security and safety awareness to enable safe and punctual time management; * Provide linguistic support, where necessary; 6. Performing other operational tasks when necessary. Qualifications and Experience: Education: * High School Degree with 4 years of relevant experience in administration, Fleet management or Logistics management. Knowledge and Experience: * Good written and verbal communication skills. * Strong organizational skills, time management, and ability to multitask effectively. * Basic data management skills and ability to maintain accurate records. * Proficiency in standard office software applications. * Familiarity with transportation operations and basic fleet documentation. * Awareness of vehicle maintenance procedures and ability to report issues. * Basic understanding of vehicle insurance requirements, including maintaining accurate records, tracking renewals, and notifying supervisors of pending actions. * Knowledge of office protocols and professional courtesies. * Previous experience in administrative support or operational logistics is an asset. * Familiarity with UN procedures and systems is an advantage. * Previous training or experience in security management will be an advantage * Experience with the UN system will be an asset. Languages: * Fluency in both written and spoken English and Ukrainian is required. Required Competencies: Values: * Exemplifying integrity, * Demonstrating commitment to UNFPA and the UN system, * Embracing cultural diversity, * Embracing change Core Competencies: * Achieving results, * Being accountable, * Developing and applying professional expertise/business acumen, * Thinking analytically and strategically, * Working in teams/managing ourselves and our relationships, Functional Competencies: * Knowledge Management and Learning. * Shares knowledge and experience. * Provides helpful feedback and advice to others in the office * Development and Operational Effectiveness. * Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair. * Demonstrates excellent knowledge of protocol. * Demonstrates excellent knowledge of security issues. * Leadership and Self-Management. * Focuses on result for the client (demonstrates client-oriented approach, courtesy, confidentiality and tact). Compensation and Benefits: This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable. UNFPA Work Environment: UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here [https://www.unfpa.org/diversity-equity-inclusion] to learn more. Disclaimer: Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Responsibilities

The Fleet Coordination/Dispatcher is responsible for managing the country office fleet, ensuring safe and efficient transportation services, and supervising drivers. The role also involves overseeing vehicle maintenance, coordinating mission movements, and providing administrative support for fleet operations.