Administration Senior Associate (Fleet Management)

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations. With over 6,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it. By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

Background Information - Job-specific 

In Ukraine, UNOPS supports since 2017 the national government and partners  by implementing projects that span sectors from the rule of law, social protection, demining, to emergency response and security. Many of the projects include infrastructure components. The projects are funded by the EU, the Governments of Japan and Canada.

Martial law and a state of war were introduced in Ukraine on 24 February 2022, and the general mobilisation of all Ukrainian males between 18 and 60 years old was ordered, while the Ukrainian airspace was closed to civilian users.

By October 2022, the Office of the High Commissioner for Human Rights reported 15,592 civilian casualties in the country - 6,221killed and 9,371 injured. The UN estimates that 18 million people in Ukraine will need relief and protection.

By October 2022, the United Nations High Commissioner for Refugees (UNHCR) stated that 7,678,757 refugees from Ukraine had been registered across Europe, and in addition 6.2 million persons had been internally displaced.

Under the overall guidance and supervision of the Administration Senior Officer, the Administration Senior Associate (Fleet Management) forms part of the Support Services of Ukraine Country Office. They will manage a team of drivers, performing a range of specialized, technical and general functions relating to Fleet management, transactions for administration and logistics related to running fleet, while ensuring efficient, client oriented and effective service delivery.

The Administration Senior Associate (Fleet Management) promotes a client, quality and results-oriented approach, ensuring efficient and effective utilization of the UACO fleet in a most cost-effective manner.

This is a local position, it is therefore only open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

2. Logistics, Fleet Management Services

3. Team Management

4. Information and Knowledge Management

1. Management

• Manages the work area, ensuring the efficient and effective delivery of client services and processes in full compliance with UNOPS rules, regulations, policies, and strategies.

• Ensures availability of staff and resources for work commitments, facilitating optimal workflows.

• Monitors team performance and client satisfaction, instituting work, process and team modifications for optimal results.

• Implements the control mechanism for administrative services, including maintenance of administrative control records such as commitments and expenditures.

• Drafts and/or oversees compilation of data and research for planning of financial resources/administrative budget for administrative/logistical services.

• Manages commitments and expenditures related to fleet (e.g. fleet insurance, fleet costs of routine maintenance, fleet servicing and repairs and others as delegated).

2. Logistics, Fleet Management Services

• Ensures effective and efficient provision of logistics and fleet management support services, meeting client needs, and in compliance with UNOPS rules, regulations, policies and strategies.

• Ensures the proper functioning and maintenance of the UNOPS fleet of vehicles.

• Ensures the dispatching of missions (Administration and / or projects). Ensures the supply of vehicles with fuel.

• Oversees the filling out of the logbooks by the drivers.

• Ensures the bulk reception of fuel, recording and updating of fuel records through the applicable systems.

• Manages liaison and coordination with local authorities on authorizations/privileges and immunities for UNOPS personnel related to fleet e.g border crossings.

• Assist in the purchase, receipt and inspection of spare parts for vehicles.

• Prepare RIRs (Receipt and Inspection Report) and / or service certificates, as needed. 

• Supervises directly or indirectly transportation services, including personnel/outsourced service providers, client service, conformity with procedures for accidents, fleet maintenance, insurance, and monitoring of consumption.

• Authoritatively interprets organizational procedures and precedents to provide guidance for complex or unusual cases and situations.

• Oversees implementation of the logistics system in accordance with UNOPS logistical procedures.

• Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Oversees the works to be done by the Garage team, car washers and the courier deliverer etc). 

3. Team Management

• Facilitates the engagement and provision of high quality results and services of the supervised team through effective work planning, performance management, coaching, and promotion of learning and development.

• Provides oversight, ensuring compliance by team members with existing policies and best practices related to UNOPS fleet management.

4. Information and Knowledge Management

• Provides input towards efforts to improve resource management forms, systems and dashboards related to effective management of resources (particularly related to fleet).

• Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Oversees the proper functioning of the area's documentation/information system, including screening, indexing, classifying, storing and disseminating information and/or reports and material ensuring conformity with relevant procedures governing the integrity of records and files.

• Supervises the updating of Intranet on standards, tools, and information for fleet administrative services. 

• Provides sound contributions to knowledge networks and communities of practice.

• Synthesizes and disseminates best practices to internal collaborators and networks.

• Participates, organizes and delivers training for the operations/ projects staff in administration/logistics specific to fleet management.

• Completion of secondary school is required.

• Bachelor’s Degree or equivalent preferably in Business Administration, Public Administration, or similar disciplines is desirable and may substitute some of the required years of experience.

• Master's degree preferably in Business Administration, Public Administration, or equivalent disciplines may compensate for some of the required years of experience.

• In the absence of a degree, an administrative or similar certification is an asset.

• Minimum of seven years of relevant experience with completion of secondary/high school in general administration, OR logistics, OR fleet management OR operations support services in national or international public or corporate organizations are required.

• Minimum of three years of relevant experience with bachelor degree in general administration, OR logistics, OR fleet management OR operations support services in national or international public or corporate organizations are required.

• Minimum of one year of relevant experience with master’s degree in general administration, OR logistics, OR fleet management OR operations support services in national or international public or corporate organizations are required.

• Some experience in UN system organizations is desirable.

• Proficiency in computers and office software packages (such as Google Workspace, MS Office) and experience in handling web- based management systems is required.

• Experience in use of Enterprise systems is desirable.

Fluency in English (written, spoken)

Fluency in Ukrainian

This is a local position, it is therefore only open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

Contract type: ICA
Contract level: Local ICA Support 
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

This is a local position, it is therefore only open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.