Logistics Associate (Fleet), SC 6

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of extreme weather shocks.

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• WFP is a 2020 Nobel Peace Prize Laureate.
• WFP offers a highly inclusive, diverse, and multicultural working environment.
• WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities.
• A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.
• We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

Job title: Logistics Associate (Fleet)

Grade: SC 6

Unit: Supply Chain/Logistics/Fleet

Duty Station (City, Country) : Addis Ababa, Ethiopia

Duration: Twelve (12) Months

WFP operates a large fleet across Ethiopia to support humanitarian operations and ensure the timely delivery of assistance where commercial transport services are limited or unavailable. To support the effective management of these operations, the incumbent provides administrative, financial, procurement, and operational support to the Fleet Unit, including the management of over 700 outsourced fleet personnel deployed across the country. The role is responsible for coordinating manpower administration, payroll and payment processing, procurement of fleet spare parts and operational resources, insurance-related matters, reporting, and field office support.

KEY ACCOUNTABILITIES (not all-inclusive, within delegated authority)

Responsible for the overall administration and coordination of outsourced fleet manpower, payroll, procurement, payments, reporting, and operational support activities, ensuring the efficient management of fleet resources, compliance with organizational procedures, and uninterrupted fleet operations across WFP Ethiopia.

• Manage outsourced fleet manpower requirements (approximately 700 + personnel) in coordination with field fleet offices and the contracted manpower service provider, ensuring adequate staffing levels across all operational locations.
• Support the recruitment, onboarding, deployment, replacement, and overall administration of outsourced fleet personnel, including drivers, lead drivers, workshop technicians, data clerks, and other fleet staff.
• Manage outsourced staff attendance records, timesheets, payroll processing, and related documentation, ensuring accuracy, compliance, and timely payment.
• Work closely with Finance, Funds Management, Contracting, and Fleet units to ensure timely processing of manpower service payments, consultant payments, procurement payments, and other fleet-related financial transactions.
• Process payments related to outsourced manpower contracts, CTG international consultants, fleet operations, procurement activities, insurance claims, and fleet service providers while ensuring compliance with organizational financial procedures.
• Develop and promote best practices for efficient fleet administration and provide technical guidance and operational support to Field Offices on staffing and fleet administrative matters.
• Prepare and maintain fleet-related reports, including manpower utilization, staffing costs, payroll records, procurement status reports, and ad hoc management reports.
• Manage local and international fleet spare parts procurement processes, including preparation of Purchase Orders (POs), supplier coordination, delivery follow-up, payment processing.
• Coordinate global and local fleet spare parts purchases and ensure timely acquisition and availability of materials, equipment, and other resources required for fleet operations.
• Liaise with suppliers, contractors, and service providers to ensure timely delivery of goods and services.
• Support insurance-related matters for fleet assets, including claim follow-up, documentation management, and coordination with relevant stakeholders.
• Process and coordinate Djibouti driver permit applications, renewals, and compliance requirements to support cross-border fleet operations.
• Monitor documentation filing systems and database records to ensure completeness, accuracy, and compliance with organizational record-management requirements.
• Prepare meeting minutes, official correspondence, management reports, and other documentation required to support fleet operations and administration.
• Provide operational and technical support to field offices through regular communication, troubleshooting, field missions, and guidance on fleet management and administrative matters.
• Travel to field locations as required to support fleet operations, staff management, training activities, inspections, and operational assessments.
• Support planning, forecasting, and resource management activities by collecting, validating, and analyzing operational, staffing, procurement, and financial data from multiple sources.
• In the absence of the national logistics Officer responsible for processing WFP trucks temporary plates renewal and his other relevant duties in accordance with the Procedures, Normative Guidelines and with the established procedures, as set in the Logistics Fleet Manu
• Perform any other duties and responsibilities assigned by my supervisor.

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

Experience: A minimum of 6 years of experience in Logistics Fleet Management .

Language: Fluency (level C) in English language.

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