Associate Fleet Management Officer At UN High Commissioner for Refugees

Terms of Reference

Individual Contractor Agreement (ICA)

UNHCR Burkina Faso

UNHCR’s Operation in Burkina Faso is host for some 21,000 refugees and asylum seekers, mainly Malians refugees who had fled their country of origin because of the socio-political turmoil that has prevailed since February 2012. The volatile security conditions forced most Malian refugees to flee the two camps of Mentao and Goudoubo in 2020 and to search for safety in the surroundings of Dori, Djibo and Gorom Gorom. However, a relocation exercise to the Goudoubo camp is being implemented since the last quarter of the year 2020. Refugees are also living areas in the Sahel region and in urban settings (Ouagadougou and Bobo-Dioulasso).

Imported from Mali in its early stages, the conflict has spread since 2016 to different regions of Burkina Faso. As a result, the people in Burkina Faso have been internally displaced due to the presence of armed groups, increased criminality and ongoing counterterrorism operations which expose the civilian population to extreme violence and a range of abuses and human right violations. This has been coupled with many inter communal clashes exacerbated by acute competition over access to little and scared natural resources in a very fragile and vulnerable environment that has been severely impacted by natural disasters and climate change effects.

Today, the number of people on the move continues to rise particularly in the Sahel and Centre Nord regions. Internal displacement continues, although at a slightly slower pace than it was at the start of 2020. About 1 million people have been displaced since January 2019, including more than 400,000 in the Center-North region (notably to Kaya) and nearly 350,000 in the Sahel region (notably to Dori and Djibo). As of April 2021, the total number of IDPs amounted to 1,218,754. On the response front, UNHCR provides the forcibly displaced with shelter, Core Relief Items and protection and supports the Government with registration and CCCM activities. A large proportion of the displaced do not possess a viable legal and administrative identity document which expose them further to many protection risks. Today, many IDPs congregate in medium-sized cities which offer relative protection and are also more secure than rural areas.

The security situation in northern Burkina has also led Burkinabe citizens to flee to neighbouring countries to seek asylum.

• Title: Associate Fleet Management Officer
• Duty Station: Ouagadougou, Burkina Faso
• Duration: up to 31/12/2021
• Contract Type: UNOPS International ICA1–(equivalent toP2)
• Closing date: 09/06/2021
• Start date: Immediately

Organisational context

The Associate Fleet Management Officer coordinates and supervises activities related to fleet management in the Area of Responsibility, ensuring compliance with UNHCR rules and procedures, cost-effectiveness and efficiency and professionalism in the management of the fleet. The incumbent will report to the Snr Programme Officer.

Supply chain and logistics for Burkina Faso operations will include procurement of goods and services, delivery and transportation, warehousing and inventory management, asset/fleet and fuel management. UNHCR is work-ing with the logistic partner for the optimization of the fleet/logistics function in Burkina Faso operation. This coordinated by UNHCR supply unit under direct collaboration with the Associate fleet management Officer.

The position

At this position, the incumbent ensure UNHCR fleet is fit and managed in line with UNHCR Global Fleet Management standards, taking preventative actions where and when required, e.g. delivery of Technical training courses to ensure that all technicians understand laydown procedures and related policies.

Duties and responsibilities

Under the direct supervision of Supply Officer, the UNOPS ICA holder will undertake the following tasks:

• 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.
• Compile vehicles needs within the AoR while working with key stakeholders in projecting vehicle requirements based on standard or such industry acceptable methodologies.
• Work with key counterparts in receiving, distribution, tracking of vehicles, accident, and incident reporting and schedule vehicles for service.
• Oversee that an updated inventory of all UNHCR vehicles is maintained and work closely with Asset Management colleagues consolidate vehicles for disposal and process disposal procedures with relevant Government authorities.
• Develop fleet management replacement strategies within the AoR considering UNHCR short, – and medium-term requirements. Establish and maintain the system of preventive maintenance and repairs of all vehicles, ensuring that repairs meet manufacturer’s specifications and requirement of UNHCR.
• Assess technical capacity of local commercial electro-mechanical workshops or service providers for vehicle servicing and repair, ensuring frame agreements are entered into with such parties for the purposes of timely servicing and/or repair of both light vehicles and trucks owned by UNHCR and other United Nations Agencies within the AoR. Perform 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.
• Quality check workshops to ensure the quality of work and that work is carried out according to invoice/s.
• Oversee the status of maintenance and repair works on vehicles. Provide recommendation for acquisition, maintenance and replacement of fleet assets and parts.
• Put in place fleet management key performance indicators relevant for the Operation.
• Monitor the quality and accuracy of and the regular update of 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 professional experience required

The ideal candidate will:

• Have a university degree in Mechanical Engineering; Logistics; Supply chain; Fleet management;or other relevant field;
• Have three years of experience (with Bachelor degree) or two years of experience (with Master degree) working in general logistics, including warehousing, transportation, customs clearance and procurement, and in managing and supporting staff.
• The following experience is preferred: in other UN organizations, working for a humanitarian aid organization in a developing country and/or working in fleet and transport management within UNHCR ;
• Have good experience using the Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), knowledge of pub-listing software an asset.
• Have excellent communication skills with strong interpersonal, ability to work in team and negotiation skills.
• Excellent drafting and reporting skills; good research and analytical skills;
• Sound security awareness
• Have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN system;
• Skills on training and developing staff.
• Be fluent in French, with advanced writing and editing skills. Good knowledge of English will be an asset.
• Capable of building and maintaining simple databases and filing systems for Fleet Management.
• Be able to multi-task and to prioritize workload.

Location

The successful candidate will be based with the team in Ouagadougou, Burkina Faso.

Conditions

The individual contractor Agreement is for six (06) months and will start in June. It is a fulltime role with working hours starting from 8.00am to 5. 30 pm Monday to Thursday and from 8 h 00 to 14 h 00 pm the Friday (40 hours per week).

Burkina Faso has very basic infrastructures, including in the health sector. In Ouagadougou, there are more than 20 health clinics, but only nine are recommended by the UN System. Epidemics and other disease outbreaks are common in the operational area.

Ouagadougou is a family duty station and education is carried generally out in French, however there is also a US English school. Banking services are available including more than five international banks among which two are recommended by the UN System (United Bank of Africa and Ecobank).