Officer, Fleet Admin

Jobnumber
S03274
Contract Type
Employee
Closing date
‎02-Apr-‎2023
Posting Start Date
‎24-Mar-‎2023
Location
UNITED ARAB EMIRATES
Duty Station
Dubai
Duty Station Status
N/A
Duration
‎8 months
Accompanied Status
N/A
Grade
Not applicable

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is
the world's largest humanitarian network and is part of the wider
International Red Cross and Red Crescent Movement. The IFRC 's Global
Humanitarian Services & Supply Chain Management Department (GHS&SCM) is a core
function supporting the IFRC humanitarian action. Global Fleet & Logistics Hub
and its Global Fleet Unit (GFU) manage the vehicle fleet of the IFRC out of
Dubai, UAE. An integral part of the GHS&SCM in Geneva, GFU implements the
IFRC's fleet management strategy, manages vehicle stocks globally, and is
responsible for the effective global vehicle management system - Fleet Wave
which facilitates fixed asset management, cost control, Vehicle rental
programme (VRP) and insurance management. Fleet Wave system interfaces with
the IFRC financial system. GFU is responsible for the Fleet Wave system's
global administration, maintenance, and development. All IFRC motor assets
must be registered in the Fleet Wave system along with their specifications
and financial data. GFU is responsible for managing all requests for dispatch
and reallocation of new and used vehicles as well as for overseeing all VRP
agreement issues.

Job Purpose

The primary purpose of this position will be to ensure punctual and accurate
VRP administration as per processes and procedures set out in the IFRC Fleet
Manual, VRP, and Fleet Wave vehicle management software. The position will
also contribute to the full functionality of the GFU and its vehicle supply
chain in terms of vehicle and fleet-related services, shipping documentation,
quality control, invoicing, Fleet Wave status changes, and overall system
backup. In addition, the post holder will be the main focal point for the VRP
Agreement database and administration, GFU 's service users contact list and
database maintenance, and preparation of vehicle documents prior to shipping
from Dubai. This position will be responsible for the implementation of an
overall global fleet management strategy to optimize global fleet service
quality and ensure Fleet Wave data accuracy.

Job Duties and Responsibilities

This role is an integral part of the global fleet management team and is based
in Dubai, UAE. The post holder will be responsible for the implementation of
GFU business processes and accurate service delivery within the designated
scope of activities. This role carries responsibility for the coordination
with the IFRC 's Global Fleet Service users in terms of VRP agreements and
related standard operating procedures. This role will be expected to liaise
with internal and external stakeholders at a variety of levels. As such, this
role requires excellent team working, communication skills, and administrative
expertise.
Key areas of influence and key internal relationships include:
* Based on GFU plans and objectives, the implementation of annual plans and objectives
* Close cooperation and coordination within the Logistics Office in Dubai, GFU, and Regional Fleet management staff members
* Provision of administrative support and global fleet service to National Societies
The current main challenge faced within this role is working remotely across
time zones and cultures with a number of countries and coordinating with
various stakeholders in IFRC and National Societies globally.
Key Accountabilities:
Fleet Wave system administration:
* Responsible for the Fleet Wave functionality and that all areas of the database are in line with business process requirements.
* Prepare updates for the Fleet Wave system as per the operational plan and perform system testing to ensure system functionality and compliance with system specifications.
* Make sure that all development matters and Fleet Wave system changes are communicated, tested, and approved in advance by the Lead, Global Fleet.
* On a regular basis, communicate with the Fleet Wave system developer (Chevin) to ensure timely fixing of system development matters.
* Manage global Fleet Wave users' access accounts by keeping updated records on each country's users and deletion the same when the operator leaves the organization.
* Provide technical expert support, training, and guidance to Fleet Wave operators worldwide.
* Create and maintain Fleet Wave files with all relevant communication, Project agreements, system specifications, requirements, requests for system adjustments, developer's quotes, IFRC's orders, and developer's invoices.
* Run technical uploads and updates.
* Ensure adequate quality control checking of Fleet Wave data.
* Receive, administer, and sort incoming invoices for new vehicles and allocate Federation vehicle codes, create Fleetwave profile for each new motor asset in the Fleet Wave system (approved specifications, rental rates, and finance details), distribute vehicles details/invoices to relevant departments and prepare new global vehicle files.
* Based on receipt of relevant and approved documents (Vehicle handover Forms and Notes to files) be responsible for regular changes (within ‎24 hours of receipt of approved documents) and accurate Fleet Wave status updates.
* Ensure that all disposed motors assets from Fleetwave with the age of ‎30 days are archived from the system.
VRP Administration and receivables
* Implement and maintain the standard practices in accordance with the IFRC Fleet Manual at a global level.
* Implement and maintain the IFRC VRP procedures at a global level.
* Responsible to receive, record, file, and dispatch all incoming and outgoing correspondence relating to the GFU as assigned by the management (emails, courier shipments, etc.).
* Administer, maintain, and manage a database of Insurance Green Cards

Job Duties and Responsibilities (continued)

and prepare new VRP agreements for sending to the Rentee within ‎24 hours after
receipt of a duly signed and verified Vehicle Request Form.
* In the event of VRP Agreement termination by the current Rentee proactively communicate with the Lead, Global Fleet in charge of the IFRC global stocks to secure a smooth vehicle return process.
* Administer and prepare Asset Disposal Forms for signature and dispersal timely and accurate.
* When a task is assigned by the line manager prepare a GFU estimate in a timely manner and effectively communicate the same to the service requester.
* In line with the point above prepare timely and accurately the invoicing package and send it to the finance department in order to ensure the delivery of a high-quality, cost-efficient, and fully cost-recoverable service that meets the needs of its service users.
* Ensure adequate follow-up and consolidation of all relevant documentation (sales contracts, sales approvals, CBA, adverts, transfer of ownership, and Vehicle handover forms) with regards to motors assets disposal files are timely received and sales proceeds reports reconciled with the Finance Team.
* Provide timely and data quality support in the planning and implementation of the monthly CODA vs Fleetwave Systems data reconciliation and invoicing to the Finance and IT Teams.
* Ensure regular updates in relation to the Global Fleet Services receivable account and protects the organization's value by keeping information confidential. The update shall include but not be limited to:
- maintain the records and provide the National Societies account receivables
update to Lead, Global Fleet on a weekly basis, - in close coordination with
the Geneva finance department review collections by examining National Society
payment plans and payment history,
* verifying the validity of claims from National Societies of account discrepancies by investigating information in coordination with the responsible Fleet Officer,
* Administer and prepare export and shipping documents for vehicles/spare parts/accessories globally as assigned and communicate this to the requester and consignee with a copy to the respective Fleet Officer in Dubai and the destination region.
* To build relationships with internal stakeholders and the global fleet management team to continually improve the performance (quality, cost-effectiveness, etc.) of the global fleet management service and ensure that the Global contact list of National Societies and IFRC Representations is always up to date.
* To administer, implement and communicate procedures, processes, and guidelines, so that the Global Fleet Service is carried out in an effective, compliant, and consistent way, fully in line with the successful achievement of all set objectives.
Monthly Reporting and filing
* Oversee and review the entries for Monthly VRP charging, depreciation, and insurance and cross-check once the interface has run.
* Prepare monthly VRP agreements status reports which are expiring at least ‎30 days in advance, proactively communicate with Rentees, and prepare respective VRP agreement extensions accordingly.
* Prepare monthly Fleetwave and VRP administration KPIs report to share with the Lead Global Fleet by the latest 5th of the month for the previous month's activities. The report shall include: VRP Agreements activated, canceled, extended, Fleetwave status changes, account receivable status, Fleet audit support, etc …
* Organize and maintain proper filing (Physical paper-based and electronic) as per respective GFU processes regarding Fleet Wave and VRP for auditing.

Duties Applicable to all staff and Education

Duties Applicable to all staff:
* Actively work towards the achievement of the Federation Secretariat's goals.
* Abide by and work in accordance with the Red Cross and Red Crescent principles.
* Perform any other work-related duties and responsibilities that may be assigned by the line manager.
* Required a bachelor's degree in Administration or extensive professional experience in a related field.

Experience

• Required minimum ‎5 years of experience in administration and sales


• Required experience in remote team coordination and support


• Preferred ‎3 years of professional experience in general logistics, fleet, warehousing, transportation, and procurement


• Preferred Red Cross/Red Crescent knowledge and experience

Knowledge, Skills and Languages

• Required high motivation for improvement and ability to deliver in a challenging environment


• Required dedication, commitment, and integrity


• Required skills in administration, organization and planning


• Required Problem-solving abilities


• Required communication, analytical and reporting skills


• Required self-supporting in computers


• Required ability to work in a cross-cultural and cross-functional environment


• Required strong interpersonal skills and a good understanding of the global organization


• Required ability to develop and maintain systems and effectively communicate changes to counterparts


• Required written and verbal communication skills are required for interactions at all levels


• Required ability to work toward tight deadlines and handle multiple tasks


• Preferred Valid UAE driving license for light vehicles (manual gear)


• Required proficiently spoken and written in English


• Preferred good command of another IFRC official language (Spanish, French, Arabic)