Management Services Assistant (Fleet)

Education:

1. Carpooling

• Track and process incoming booking requests in real time, including reviewing trip details, assigning drivers and vehicles, and confirming pick‑up and drop‑off dates and times.
  
• Use the mobility planner to view and update completed and upcoming trips, manage driver and vehicle rosters, and maintain checklists for each active vehicle.
  

2. Driver Management

• Provide day‑to‑day supervision of drivers, ensuring assigned tasks are carried out effectively vehicle cleanliness, and readiness for missions and other official duties.
  
• Monitor driver performance and ensure that all drivers receive the required training to perform their duties safely and professionally, and provide technical advice and support to transport focal persons in field offices.
  
• Manage drivers’ daily attendance and maintain accurate daily assignment records to ensure fair allocation of field missions and effective driver performance management. Share these records weekly with drivers and the transport team to promote transparency.
  

3. Vehicle Management

• Supervise and monitor the performance of WFP light vehicles in the country to achieve optimum utilization, guide CO, AOs and FOs on vehicle routing & scheduling for effective, efficient, and safe LV fleet management in line with WFP corporate policy and CO strategy.
  
• Provide oversight to the operations and making sure the utilization of the light vehicles is within the corporate rules and regulations.
  
• Ensuring good work practice for the management of fuel cards (for all vehicles and generators) and check standards are met according to WFP policy.
  

4. Fleet Management System (FMS)

• Enhance knowledge of the corporate Fleet Management System (FMS) through on‑the‑job training for CO and Field Staff.
  
• Analyze FMS data and ensure the accuracy and timely updating of asset records, fuel logs, maintenance job cards and work orders, and accident reports across all office locations.
  
• Maintain up‑to‑date staff (drivers and FMS focal points) records in the FMS, including valid contracts, driving licenses, job titles, and assigned locations.
  

5. Contract Management

• Prepare annual plans and ensure availability of funds as well as timely outsourcing of services.
  
• Manage vehicle contracts and vendor liaison related to fuel, repairs, maintenance and insurance compliance, and conduct regular service performance evaluations, ensure timely renewal, PO creation and payment, vendor identification and performance reviews, and reconciliation of vendor accounts.
  
• Ensure that vehicle repairs and maintenance are performed in accordance with the standards established to achieve maximum reliability with minimum downtime and that quality workshop management is maintained.
  

6. Reporting

• Maintain accurate and up‑to‑date records of vehicle allocation by driver and assignment; analyze fleet status and utilization; and make recommendations for timely vehicle replacement, including fleet size and vehicle type, to improve cost efficiency and inform quarterly reporting.
  
• Verify drivers’ monthly fuel reports, monitor vehicle fuel efficiency, and ensure compliance with required fuel‑economy standards.
  
• Provide feedback for performance improvement and escalate cases of repeated poor performance.