Senior Admin Assistant (Fleet Management) – G5 – Bey026 - Beirut

Accountability (key results that will be achieved) - UNHCR vehicle fleet in the country is managed in an efficient and cost-effective manner. Responsibility (process and functions undertaken to achieve results) - Manage the issuance and recordkeeping of driving authorizations for all offices in Lebanon - Review fuel consumption of all the vehicles in the country regularly and ensure optimal use of fuel at all times - Examine log books of all the drivers in Beirut for correct completion of required details, provide feedback to drivers and make recommendation for improvement to the management - Manage the vehicle maintenance and service through established frame agreement for authorized dealer, obtain relevant reports from the drivers, supplier and other parties, provide regular feedback to drivers, suppliers and management on the health and performance of the vehicle fleet, as well as make recommendations for improvements - Manage the inventory and procurement of spare parts for Armored Vehicles - Serve as focal point for, and liaise with Global Fleet Management regarding vehicle accident reporting and insurance claims, all matters relating to Vehicle Tracking System (VTS), GFM training activities, GFM monitoring missions, etc. - Responsible for managing the replacement of UNHCR vehicles after the expiry of useful lifetime in coordination with GFM - Manage the rental of vehicles whenever necessary through vehicle rental companies and Supply Unit - Coordinate the procurement of vehicle accessories and minor spare parts through Admin Unit (Property) - Organize and conduct regular training activities for the drivers - Manage the renewal and recordkeeping of local third party and obligatory insurances for UNHCR vehicles - Responsible for UNHCR vehicle accounts with various relevant suppliers (Insurance company, Vehicle Maintenance Company, Armored Vehicle Maintenance Company, Petroleum Company) - Responsible for issuance, delivery and registry of UNHCR stamps - Focal point and liaison for the vehicle related activities (customs clearance of vehicles, sale and purchase of vehicles by staff, driving licenses, etc.) undertaken though an appointed agent. - Coordinate the vehicle related matters with MOFA whenever required Authority (decisions made in executing responsibilities and to achieve results) - Access all records relating to office vehicles. - Escalate incidents to supervisor when they cannot be resolved at own level.