Transport Assistant at UNHCR, the UN Refugee Agency

Khartoum, Al Khartum, Sudan -

Full Time

Start Date

Immediate

Expiry Date

08 Feb, 26

Salary

0.0

Posted On

10 Nov, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Vehicle Management, Basic Vehicle Mechanical Skills, Driving Rules and Regulations, Computer Literacy, Microsoft Excel, Global Fleet Management, Transport Operations, Fleet Management, Administrative Skills, Data Analyzing, Coordination, Safety Compliance, Record Keeping, Communication, Negotiation, Teamwork

Industry

International Affairs

Description

Deadline for Applications November 15, 2025 Hardship Level E (most hardship) Family Type Non Family with Residential Location Family Type Non Family with Residential LocationDanger Pay Residential location (if applicable) Nairobi (CO), Kenya Grade GS4 Staff Member / Affiliate Type General Service Reason Regular > Regular Assignment Target Start Date 2026-01-01 Standard Job Description Transport Assistant Organizational Setting and Work Relationships The Transport Assistant is part of the Administration Unit and is responsible for transport related activities. The incumbent will regularly interact with staff at different levels in the office or in other duty stations and will also keep frequent contacts with local suppliers or authorities, other external stakeholders such as vehicle maintenance service provider, UN Agency counterparts/peers. The incumbent may supervise Drivers and/or Senior Drivers. 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. Duties - Oversee the fleet of UNHCR-owned vehicles as well as the pool of rented vehicles (if any) through commercial contractors and police escort vehicles (if any, in collaboration with the Security Section and UNDSS), provide administrative assistance related to acquisition, receipt, distribution, maintenance and utilisation. - Record/register regularly fuel and gas consumption and monthly mileage for all vehicle fleet in the AoR (Area of Responsibility). - Record/register all travel and driving assignments as per the established record (log) book. - Update regularly the fleet management software (Fleet Wave) and report any irregularities to the supervisor. - Report incidents to Global Fleet Management as per the procedures in place and ensure accidents and accidental violation of traffic rules are reported to UNHCR Administration and local police. - Coordinate the schedules of the maintenance and repair with the maintenance garage and follow up on invoices to ensure they are correctly and timely presented to UNHCR. - Maintain accurate records of serviced and repaired vehicles within the AoR. - Provide Administration/Supply with all required documentation for disposal and auctioning process. - Provide estimations for drivers' overtime and per diem and channel drivers' optional needs to Administration. - Remain up-to-date with all road networks in the area and their physical status at any given time, be fully conversant with local traffic rules and standards. - Monitor that UNHCR vehicles are used in accordance with UN Rules and Regulations and usage data is correctly recorded. - Assign duties to all drivers in the AoR and establish the weekly driver schedule. - Arrange transportation movements for national and international staff for official visits, road missions, and for international staff during week-ends and after working hours. - Regularly check if all drivers inspect vehicles and report defects timely in line with the procedures in place. - Ensure that drivers only drive vehicles when their safety or security are not at risk. - Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required. Minimum Qualifications Years of Experience / Degree Level For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher Field(s) of Education Not applicable. Certificates and/or Licenses Driving License; Auto Mechanics Certificate; Transportation and Logistics; (Certificates and Licenses marked with an asterisk* are essential) Relevant Job Experience Essential Knowledge of driving rules and regulations. Basic skills in office equipment and commonly used machines. Desirable Sound knowledge in motor car maintenance and routine mechanical repairs. Exposure to routine administrative and maintenance functions of UNHCR country operation. Experience in fleet management. Knowledge and working experience of Fleet Wave. Functional Skills DV-Vehicle Management DV - Basic Vehicle Mechanical Skills SC-HCR Global Fleet Management Vehicle Insurance scheme DV-Driving Rules and Regulations IT-Computer Literacy IT-Microsoft Excel (Functional Skills marked with an asterisk* are essential) Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English. All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power. As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise. This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. Desired Candidate Profile Nature of the Position: The Transport Assistant is a key member of UNHCR's Administration Unit, responsible for managing transport-related activities and ensuring the effective operation of the vehicle fleet, including UNHCR-owned, rented, and police escort vehicles. The role involves interaction with a range of stakeholders, including staff across different duty stations, local suppliers, authorities, and UN agency peers. Key duties include overseeing the acquisition, maintenance, and utilization of vehicles, recording fuel consumption and mileage, updating fleet management software, reporting incidents, and coordinating vehicle repairs. The Transport Assistant plays a critical role in adhering to UN standards and regulations, ensuring safety and compliance in vehicle usage. The incumbent is tasked with arranging transport for staff, managing driver schedules, and facilitating road missions. Maintaining accurate records for serviced and repaired vehicles and processing documentation for vehicle disposal also fall within the remit of the role. Focused on safety, the Transport Assistant ensures drivers only operate vehicles when it is safe, while also keeping abreast of road networks and traffic rules. By executing these responsibilities within the UNHCR's regulatory framework, the Transport Assistant supports UNHCR’s mission with professionalism, integrity, and respect for diversity, leveraging core functional and managerial competencies. Desired candidate profile - Experience in transport operations, fleet management and dispatch services is required. - Experience in coordination of complex surface transport operations. - Certification for armored vehicle operation/ defense driving. - Strong administrative skills. - Reading and writing in English is a key advantage for the position. - Computer knowledge especially in excel and data analyzing is an advantage. - Ability to work under pressure and stressful conditions and meet short deadline. - Knowledge of UNHCR working software including Fleetwave, UN Booking Hub Cloud-ERP and Workday would be an added advantage. Required languages (expected Overall ability is at least B2 level): , , Desired languages , , Operational context Occupational Safety and Health Considerations: Nature of Position: Living and Working Conditions: Additional Qualifications Skills DV - Basic Vehicle Mechanical Skills, DV-Driving Rules and Regulations, DV-Vehicle Management, IT-Computer Literacy, IT-Microsoft Excel, SC-HCR Global Fleet Management Vehicle Insurance scheme Education Certifications Auto Mechanics Certificate - Other, Driving License - Other, Transportation and Logistics - Other Work Experience Competencies Accountability, Client & results orientation, Commitment to continuous learning, Communication, Negotiation & conflict resolution, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness UNHCR Salary Calculator https://icsc.un.org/Home/SalaryScales Compendium Additional Information Functional clearance This position doesn't require a functional clearance Important notice: Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing or training). Read about how to avoid scams and fraudulent job offers. Please note that applications are only accepted via the UNHCR online recruitment platform. CVs and/or application requests sent via email will not be answered, reviewed nor considered. For external applicants: We would like to call your attention on the eligibility of International Professional (P) category: According to our Recruitment and Assignments Policy, P staff members will not normally serve in the country of their nationality, and the first regular appointment in the P category must be outside the staff member's country of nationality. In practical terms this means that you are not eligible to apply for International Professional vacancies advertised in the country where you are national of. In case of technical difficulties when applying, external applicants (not current UNHCR workforce members) can write to recruitmentcase@unhcr.org. For former UNHCR Colleagues: Former UNHCR employees who are on mandatory break-in service or have separated from UNHCR after 1 October 2022 should create an account through this platform. Once you fill in your basic personal information (employee ID, birth date, name, email address), Workday will identify you as prior personnel and merge your employee account with your external applicant account. The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity. UNHCR, the UN Refugee Agency, takes the lead in protecting people forced to flee wars and persecution around the world, providing life-saving aid including shelter, food and water to ensure their basic safety, rights and dignity. With 18,879 women and men working in 137 countries, we work tirelessly to make a difference in the lives of 89.3 million forcibly displaced people worldwide. Our dedicated and professional staff work around the clock in roles including legal protection, community services, public affairs, health and more. Despite the challenges they can face, our staff are proud to work for UNHCR and determined to make a positive impact. Why a career with UNHCR? Our dedicated staff work to protect and assist people fleeing conflict and persecution at a time when global forced displacement is at a record high. Our colleagues bring a wide range of specialized skills, including expertise in legal protection, administration, community services, public affairs, health and other disciplines. Disability inclusion If you are a person with a disability and you expect you may face challenges during the recruitment process, you can indicate it in your application form. There are options to select any health conditions you may have and outline any necessary adjustments related to disabilities during the recruitment phases. Providing this information is optional. It will be treated as strictly confidential and used only for the purpose of finding out how to better assist you during the recruitment process. Adjustments for candidates with disabilities will be provided as best as possible and as needed upon request. All candidates will be assessed based on meeting the requirements for each vacancy in relation to experience, skills, and education.

Responsibilities

The Transport Assistant is responsible for managing transport-related activities, overseeing the vehicle fleet, and ensuring compliance with UN standards. This includes coordinating maintenance, recording fuel consumption, and arranging transportation for staff.