Job title: Business Support Assistant (Light Vehicle Fleet Management)
Grade: FT/G4
Type of Contract: Fixed Term Contract  
Unit: Finance Ethiopia Country Office 
Duty Station: Addis Ababa
Duration: Twelve (12) Months  

THE ROLE

Under the direct supervision of and reporting to the Fleet Manager, the incumbent will be responsible for the following duties:

KEY ACCOUNTABILITIES (not all-inclusive, nor exhaustive):

• Ensure proper utilization of WFP vehicles in compliance with UNWFP Vehicle Management Policies and Procedures.

• Oversee operational activities in the Fleet Management System (FMS), including fuel issuance, data entry, and tracking of vehicle life cycle events in WFP’s Corporate Fleet Management System.

• Prepare and submit quarterly FMS reports to support management decision-making and conduct necessary follow-ups.

• Monitor and coordinate payments and compliance requirements for Light Vehicle insurance, including third-party and Self-Insurance Schemes.

• Manage and respond to field transport and fuel requests for Light Vehicles, ensuring timely and efficient service delivery.

• Serve as the unit focal point, guiding administrative rules and procedures such as airport pickups and in-town transport bookings.

• Demonstrate strong soft skills, a proactive and customer service-oriented mindset, along with excellent analytical and critical thinking abilities.

• Ensure timely communication and resolution of open items related to fuel, job cards, annual roadworthiness inspections, and other maintenance issues in coordination with Sub Office focal points.

• Track, reconcile, and report quarterly fuel purchases; initiate replenishment requests on time.

• Prepare and submit weekly drivers' overtime reports for HR processing and payroll.

• Maintain up-to-date records in the Fleet Management module, including drivers' licenses, contracts, and authorization statuses.

• Daily Monitoring and reporting of Vehicle Tracking System (VTS) alerts, including but not limited to over-speeding, out-of-hours driving, and Vehicle Idling

• Issuing, monitoring, and tracking of driver IDs to each driver, ensuring accurate tracking of driver behaviour and accountability.

• Perform any other related duties as required to support fleet and administrative operations.

QUALIFICATIONS AND EXPERIENCE:

Education: Completion of secondary school education.

Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in fleet management.

Knowledge and Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word.

• 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 (level C) in English.

General Service (Field): Fluency in both oral and written communication in the UN language in use at the duty station and in the duty station’s language, if different.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

NO FEE DISCLAIMER

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.