Fleet System and Optimization Coordinator P3

Job Description

KEY ACCOUNTABILITIES (not all-inclusive)Within delegated authority, you will be responsible for the following duties:

• Set up best practices and establish proficient asset control mechanisms using WFP?s Corporate Fleet Systems (FMS and VTS).
• Administer Fleet Systems by supporting the global users on accurate data entries, solving and analysing the system issues, liaising with the service provider, updating the master records, and providing the users with the access to FMS, ensuring the right access levels according to the users? profiles.
• Monitor the use of fleet systems by CO Fleet Teams. Analyse the accuracy of data and support country office fleet teams to improve reporting (timely, accurate and complete) so that all the costs for light vehicles and other relevant machinery are registered correctly in FMS to produce the correct cost performance of the global fleets of vehicles and generators, analysing, and correcting mistakes, making
• Ensure that the correct overhead costs are captured and distributed appropriately to each asset in the country on a monthly basis.
• Implement the Key Performance Indicators (KPIs), benchmark them, and design and produce reports/journals containing the KPIs to the management on a monthly/quarterly basis, with recommendations for subsequent informed management decisions.
• Develop and update user manual/training materials for fleet systems and provide on/off-site technical trainings to the countries under normal operations as well as emergencies.
• Plan, oversee, and ensure a seamless integration of the new and current VTS service providers platform for the whole lifecycle of the current VTS devices that may be in use up to the vehicles lifespan, which is between 5 and 8 years.

• Plan, organize and supervise the work of Fleet Systems team to ensure that tasks are accomplished in a manner consistent with country offices? needs, expectations, and Fleet Center objectives
• Develop and maintain Fleet System dashboards that give COs and RBs access to interactive reports, real-time key performance indicators (KPIs), and high-level business intelligence analytics for higher level managers at fleet center, COs and RBs.
• Coordinate and liaise with fleet system service providers and other relevant WFP stakeholders for COs, RBs and other Fleet Center users to ensure fleet systems development needs and requests are properly evaluated and handled promptly and effectively.
• Ensure the fleet systems teams periodic reports and data visualizations on dashboards are in accordance with the requirements of the country offices and the fleet center.
• Ensure effective coordination with other units, MSD branches, Global Fleet system team and UN Fleet to align activities and maximize collaboration in the digitalization?s and corporate system integration.
• Ensure the license agreements with the fleet systems service providers are up to date, analyzing the liabilities of WFP and liaising with relevant WFP units e.g., Legal department, procurement.
• Provide technical fleet management support to WFP Country Offices (COs) and Regional Bureaus (RBs) for effective implementation of corporate fleet management policies, manuals, and directives.
• Develop, maintain, and oversee the fleet manual, fleet management training materials, and fleet optimization procedures and tools (fleet optimization score cards, checklists etc.)
• Develop projects and ideas for fleet management improvement that would help to successfully implement fleet optimization recommendations and address problems found during oversight missions or through the findings of fleet systems reports and analysis.
• Provide fleet management, fleet systems and fleet optimization training for WFP fleet managers and fleet specialists that serve at FC, RBs and COs level
• Perform other related duties as required

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