Management Services Assistant (Fleet) SSA5 - Islamabad

Note: This vacancy announcement will also be used to build a roster of prequalified applicants for future opportunities within same job profile at the current or lower level in Pakistan.

TERMS & CONDITIONS
WFP offers a competitive benefits package including salary and medical insurance.

Important: All educational documents must be verified/attested by the Higher Education Commission (HEC). Appointment will be subject to submission of HEC-verified degrees.

ORGANISATIONAL CONTEXT:
The incumbent will report to the Head of Unit, Management Services Officer. At this level, the incumbent is expected to take responsibility for completion of a range of fleet related processes and activities requiring some interpretation of standard guidelines/practices. The incumbent should be able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

JOB PURPOSE:
To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices.

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):
Under the direct supervision the Management Services Officer, the incumbent will perform following duties.

1. Check the provision of a range of services, including facilities and light vehicle management, travel, protocol related, etc., maintaining information, to contribute to the provision of a safe and comfortable working environment.
2. Collate and process information including dissemination to support the production of standard documents and reports for the unit, to enable decision-making and the effective management of resources.
3. Manage and maintain paper and electronic records within the area of responsibility in accordance with established procedures, to ensure swift and easy data access as required.
4. Undertake research and perform basic analyses of data, to contribute to the provision of accurate information and effective management of resources.
5. Be a first point of contact for internal queries, to facilitate the provision of efficient and effective resolution of daily issues.
6. Provide inputs to routine methods and practices in own area of work, to support the continuous improvement of services provided.
7. Focal point for office transport and assigning duties to drivers on daily, weekly and monthly basis.
8. Directly supervise the drivers and manage their leave, performance etc.
9. Ensure that driver's duty rosters are prepared timely and detail of overtime performed are mentioned according to logbook records.
10. Ensure that the vehicles are well maintained and cleaned by the drivers on daily basis.
11. Ensure that vehicle log books are maintained on a daily basis and fuel consumption reports are updated regularly on monthly basis.
12. Report to the supervisor about any technical fault in the vehicle for timely repair / maintenance.
13. Assist supervisor in inventory control of office/transport equipment.

14. Assist supervisor in disposal, registration, de-registration of vehicles and maintain coordination with Government Authorities on the matter.
15. Any other task / duties in line with the position level and expertise.

Education: Completion of secondary school education (grade 12). A post-secondary certificate or Bachelor’s degree in Business Administration, Economics, Commerce, Arts, Social Sciences or related functional area is desirable.
Experience: 5 years of progressively responsible work in the relative business stream with experience in administration work especially travel & transportation with the UN or other International Organizations.
Has demonstrated a sound understanding of WFP protocols for travel and transport related operating standards and tools and awareness of international humanitarian development issues through day to day work.
Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work.
Has supported in providing ad-hoc guidance to new staff members.

Knowledge & Skills:
• Proficient in the use of office equipment and computer software packages.
• Knowledge of work routines and methods in order to complete processes under minimal supervision
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff

Language:
Fluency in both oral and written communication in English & Urdu.

To be considered, interested candidates are invited to apply via (https://www.wfp.org/careers/job-openings). Only short-listed candidates will be contacted.