Summary of duties

1. Vehicle Maintenance Coordination: Assisting in scheduling and tracking routine maintenance and repairs for fleet vehicles, ensuring they are safe and operational. This includes managing service records and coordinating with service providers.
2. Fleet Documentation: Maintaining accurate records for each vehicle in the fleet, including registration, insurance, inspection schedules, and maintenance history.
3. Logistics Support: Assisting in coordinating the scheduling of vehicles for various transportation tasks, ensuring that vehicles are available when needed and that routes are optimized.
4. Driver Coordination: Communicating with drivers to ensure they have the necessary equipment and information for their tasks. This may also include handling driver schedules, monitoring driving behavior, and ensuring compliance with safety regulations.
5. Cost Management: Helping monitor and manage the costs associated with the fleet, including fuel usage, maintenance, and repairs. The assistant may also track expenses and provide reports on fleet operations.
6. Fleet Reporting: Preparing reports on fleet performance, including fuel efficiency, mileage, and downtime.

• Provision of effective transportation service to UNOPS  Staff and coordinate the daily vehicle booking for different official purposes.
• Coordination of fleet and transport arrangements at Country Office level.
• Coordinate and process travel requests as required.
• Ensure that the vehicle is always well maintained, fuelled and roadworthy
• Manage driver log, regular service maintenance, insurance and monitoring of consumption.
• Follow up on mileage for appropriate service, take vehicle for inspections and repairs
• Ensure proper use of logbook, monitor fuel consumption
• Monitor and follow up on renewal of insurance for vehicles and annual inspection
• Prompt reporting and investigation of vehicle accidents, damage, and any issue with the vehicle in a timely manner.

• Manage and coordinate transport related tasks including drivers daily, weekly and monthly schedules, leave plan and weekend duty roster etc.
• Ensure third party insurance coverage and security of UNOPS vehicles, equipment etc.
• Prepare and update vehicle history record, maintenance record, fuel consumption report, vehicle insurance report, vehicle condition report and vehicle accident report on monthly basis
• Work on  timely preparation and submission of periodic vehicle reports.
• Carry out other related duties as required.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Briefing/debriefing of staff members on issues relating to area of fleet management
• Coordinates regular refresher trainings for the drivers with the relevant units;
• Facilitates core and mandatory training activities for the drivers.