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Mbarara, Uganda



February 7, 2024 at 2:00:00 PM

About the Organisation

UNHCR, the UN Refugee Agency, is a global organization dedicated to saving lives, protecting rights and building a better future for people forced to flee their homes because of conflict and persecution.

We lead international action to protect refugees, forcibly displaced communities and stateless people.

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Job Title

Associate Fleet Management Officer job at UNHCR

Job Description

Uganda is hosting over 1,604,813 refugees from different countries. Refugees from South Sudan and Democratic Republic of Congo (DRC) continue to arrive at an average rate of over 200 per month. Many refugees have spent long periods of time walking through the bush, often without access to food, water and other needs. UNHCR with Office of the Prime Minister and partners, has set up office in various parts of the country which include Mbarara and Kikuube districts to support the refugee’s response. These offices have over 180 fleet of both light vehicles, buses and Trucks. Additionally, we have over 150 motorcycles and over 50 generators. Based on interviews with refugees, reasons for flight are: 1) indiscriminate killing of civilians often based on ethnic origin, arbitrary arrest; 2) targeted killings; 3) forced recruitment of boys and men; 4) burning of villages, property and killing of livestock, 5) looting and abduction 6) hunger and lack of adequate food, medication and basic services. Fleet management for both UNHCR and Partner organizations is therefore crucial considering the number of assets (vehicle/buses/truck/motorcycles and generators) that are currently supporting the operation on a daily basis. Under the overall supervision the Head of Sub-Office, and the direct supervision of the Associate Supply Officer, the Associate Fleet Manager will support and strengthen fleet coordination, monitoring and evaluation of all the fleet management activities for UNHCR in the Sub Office.

Duties and Responsibilities

Task description

  • Under the direct supervision of Associate Supply Officer, the UN Volunteer will undertake the following tasks:

  • Coordinate, manage and support all the fleet management activities in the Office.

  • Implement effective fleet management that regularly monitors the fleet pool, saves cost and safeguards the investment of the organisation.

  • Apply UNHCR's fleet management strategy when preparing plans for purchase of important fleet assets. Conduct spend analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements.

  • Plan for acquisition, maintenance and replacement of fleet assets. Develop local fleet management replacement strategies taking into account UNHCR short and medium term requirements.

  • Coordinate activities of implementing partners and/or contractors performing fleet related activities, and ensure that they understand and adhere to relevant UNHCR rules and procedures.

  • Respond to field requests for information and advice and coordinate responses from a range of HQ units to provide a clear, consistent and timely response to the field.

  • Collect information both in the field and in HQ, to ensure relevant and appropriate information is gathered and shared. Promote an understanding of concerns, objectives and priorities for fleet related issues by providing information or expertise to interested parties.

  • Infrastructure Support

  • Provide fleet management reports, customized reports, and gathers information on all fleet assets and provides in-depth reports periodically and when requested.

  • Monitor the quality and accuracy of fleet related data in relevant business systems. Com-pile and analyse statistical information, identify trends and developments in fleet related matters that will assist in decision making.

  • Disseminate, promote commitment to and monitor compliance with UNHCR's global policies, standards and guidance on fleet management.

Qualifications and Competencies


Required experience

  • 3 years of experience in general logistics, including warehousing, transportation, customs clearance and procurement, and in managing and supporting staff. The following experience is preferred: in other UN organizations, working for a humanitarian aid organization in a developing country and/or working in fleet and transport management within UNHCR.

  • Computer literate; proficiency in MS Office applications (Word, Excel, etc); knowledge of publishing software an asset.

  • Excellent drafting and reporting skills; good research and analytical skills;

  • Strong interpersonal skills and ability to work in a team;

  • Sound security awareness;

  • Have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN system;

  • Skills on training and developing staff.

Area(s) of expertise

  • Communication, Logistics and Inventory, Transport

  • Driving license


  • English, Level: Fluent, Required

  • Required education level

  • Bachelor degree or equivalent in Engineering, logistics, business administration, transport, fleet management, mechanics.

Competencies and values

  • Professionalism: demonstrated understanding of operations relevant to UNHCR; technical capabilities or knowledge relevant or transferrable to UNHCR procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

  • Integrity: demonstrate the values and ethical standards of the UN and UNHCR in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;

  • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;

  • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment.

  • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;

  • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;

  • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

  • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNHCR’s mission and vision, as well as to the UN Core Values.

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