Management Services Assistant (Fleet) job at World Food Programme (WFP)

Description

The World Food Programe is hiring a Management Services Assistant (Fleet) tasked with enabling programme delivery by providing high‑quality, customer‑focused, and value‑for‑money administrative services. These services directly support country and field operations to effectively deliver food assistance to beneficiaries, in line with WFP’s strategic objectives.

WFP Uganda serves as the lead agency in the provision of carpooling services, and has experienced a significant increase in demand from sister UN agencies, placing considerable operational and administrative pressure on the Management Services Unit particularly the Fleet function which manages WFP’s 5th largest global fleet and requires continuous coordination, real time decision making, strict compliance oversight, and detailed record‑keeping to ensure efficiency, safety, and accountability.

Given the scale, sensitivity, and growing demand of these services, the Management Services Unit requires a dedicated full‑time staff member to manage the Fleet and carpooling function. This role demands a resourceful and reliable individual with strong interpersonal skills and meticulous attention to detail to ensure effective service delivery, safeguard organizational assets, and maintain compliance with WFP policies and procedures.

Key Duties and Responsibilities:

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.
• Generate cost recovery reports and process invoicing accurately and on time.
• Generate and analyze monthly reports to assess key country KPIs, including ride typology, operational efficiency, and cost savings.

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.
• Regularly review vehicle logbooks to ensure all required entries are accurately completed by assigned drivers.
• Ensure drivers plan and take their annual leave in a timely manner, managing leave schedules so as not to disrupt office transport services.
• Ensure all travel arrangements comply with organizational rules, policies, and procedures.

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.
• Ensure that all vehicles have the appropriate insurance cover and initiate and follow up on all claims with SIS insurance and local third party.
• Ensure timely accident reporting and accident follow up in accordance with WFP guidelines and recorded in FMS.
• Monitor/track movement of light vehicles using NOVACOM to ensure drivers compliance with the use of VTS and valid ID card during the trip and they comply to swapping before starting the trip for security purposes.
• Global Vehicle Leasing (GVLP): process GVLP invoices for leasing/SIS insurance/tracking system and ensure records are accurate on all leased vehicles.
• Process request for vehicles replacement from UN Fleet and manage registration process for UGCO official vehicles.
• Undertakes field trips to monitor progress at all sub/field-offices, as well as conduct periodic performance reviews of light vehicles to ensure the fleet optimization approach is on target.
• Manages the private use of WFP vehicles by international staff, timely process billing and submit to finance.
• Plan and coordinate transport requests optimally to maximise effective utilisation of WFP vehicles.
• Monitor vehicle movement and utilisation and ensure all movements are authorised and as per WFP policy.
• Ensure all assigned vehicles meet WFP/UN safety requirements, MOSS compliance.
• Follow up timely repair of Kampala assigned vehicles after road crash incidents.
• Monitor assigned vehicles VTS alerts (over speeding, night driving etc) and follow up on the subsequent administration actions.
• Ensure all assigned vehicles fuel card are loaded enough fuel for smooth transport service. Maintain assigned vehicles and generators fuel cards and monitor the utilization.
• Monitor and follow up timely completion of maintenance of vehicles to avail enough vehicles for the CO operation.

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.

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.
• Prepare and update Terms of Reference (TORs) for fleet‑related tenders and review Standard Operating Procedures (SOPs when necessary.

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.
• Timely reporting of road safety incidents records in FMS.
• Prepare monthly management reports abstracted from FMS on fuel consumption and the respective costs for all vehicles and provide the kilometer per liter of fuel and fuel cost per kilometer for each WFP vehicle, and vehicle’s technical faults, and incidents.
• Undertake additional responsibilities within the Administration Unit as delegated by the Supervisor.

Qualifications, Skills and Experience:

Education:

At least a bachelor’s degree in areas of Administration and Finance.

Experience:

At least three (3) years in a sizable organization performing administrative functions preferably fleet related.

Knowledge & Skills:

• Initiative
• Technical skills
• Knowledge of required procedures
• Teamwork
• Communication Skills
• Partnering and Networking
• Excellent organizational skills and attention to detail

Languages:

Fluency in English (both oral and written) is required

• 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.
• Generate cost recovery reports and process invoicing accurately and on time.
• Generate and analyze monthly reports to assess key country KPIs, including ride typology, operational efficiency, and cost savings.
• 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.
• Regularly review vehicle logbooks to ensure all required entries are accurately completed by assigned drivers.
• Ensure drivers plan and take their annual leave in a timely manner, managing leave schedules so as not to disrupt office transport services.
• Ensure all travel arrangements comply with organizational rules, policies, and procedures.
• 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.
• Ensure that all vehicles have the appropriate insurance cover and initiate and follow up on all claims with SIS insurance and local third party.
• Ensure timely accident reporting and accident follow up in accordance with WFP guidelines and recorded in FMS.
• Monitor/track movement of light vehicles using NOVACOM to ensure drivers compliance with the use of VTS and valid ID card during the trip and they comply to swapping before starting the trip for security purposes.
• Global Vehicle Leasing (GVLP): process GVLP invoices for leasing/SIS insurance/tracking system and ensure records are accurate on all leased vehicles.
• Process request for vehicles replacement from UN Fleet and manage registration process for UGCO official vehicles.
• Undertakes field trips to monitor progress at all sub/field-offices, as well as conduct periodic performance reviews of light vehicles to ensure the fleet optimization approach is on target.
• Manages the private use of WFP vehicles by international staff, timely process billing and submit to finance.
• Plan and coordinate transport requests optimally to maximise effective utilisation of WFP vehicles.
• Monitor vehicle movement and utilisation and ensure all movements are authorised and as per WFP policy.
• Ensure all assigned vehicles meet WFP/UN safety requirements, MOSS compliance.
• Follow up timely repair of Kampala assigned vehicles after road crash incidents.
• Monitor assigned vehicles VTS alerts (over speeding, night driving etc) and follow up on the subsequent administration actions.
• Ensure all assigned vehicles fuel card are loaded enough fuel for smooth transport service. Maintain assigned vehicles and generators fuel cards and monitor the utilization.
• Monitor and follow up timely completion of maintenance of vehicles to avail enough vehicles for the CO operation.
• 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.
• 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.
• Prepare and update Terms of Reference (TORs) for fleet‑related tenders and review Standard Operating Procedures (SOPs when necessary.
• 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.
• Timely reporting of road safety incidents records in FMS.
• Prepare monthly management reports abstracted from FMS on fuel consumption and the respective costs for all vehicles and provide the kilometer per liter of fuel and fuel cost per kilometer for each WFP vehicle, and vehicle’s technical faults, and incidents.
• Undertake additional responsibilities within the Administration Unit as delegated by the Supervisor.

• Initiative
• Technical skills
• Knowledge of required procedures
• Teamwork
• Communication Skills
• Partnering and Networking
• Excellent organizational skills and attention to detail

• At least a bachelor’s degree in areas of Administration and Finance.
• At least three (3) years in a sizable organization performing administrative functions preferably fleet related.