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OBJECTIVES OF THE PROGRAMME Improve the effectiveness of WHO Sudan fleet services by:
DESCRIPTION OF DUTIES
- Receive, review and coordinate transport requests through the Transport Booking System (TBS) or approved office booking mechanism, propose daily vehicle allocation and trip schedules, and submit schedules for supervisor approval.
- Support the management of the vehicle pool, including allocation of WHO owned, leased and rented vehicles, preparation of driver rosters, follow-up on field movements, and replacement arrangements during driver absence or vehicle downtime.
- Maintain daily vehicle movement records, log sheets, trip documentation and transport files, ensuring that records are complete, signed where required, and available for verification and audit.
- Monitor rented vehicles and rented drivers, including presence control, vehicle documentation, technical condition, insurance validity, safety equipment, and compliance with WHO/WFS vehicle rental requirements.
- Support inspection of vehicles before acceptance, during service, and prior to release for operations; ensure vehicles are clean, roadworthy, equipped with required tools, first aid kits and safety/security equipment, and that defects are reported promptly.
- Schedule preventive maintenance and service for WHO vehicles, follow up repairs with workshops and suppliers, prepare or support preparation of work orders, and verify that completed works are properly recorded in vehicle logbooks and fleet files.
- Collect, verify and enter fleet data in Tracpoint/FMS, including odometer readings, fuel consumption, fuel cost, maintenance and repair costs, vehicle downtime, driver records, vehicle documents, rented vehicle records, and road crash/incident records.
- Ensure the monthly fleet data cycle is completed on time and with the required quality, including completeness, accuracy and timeliness of fuel, maintenance, utilization and safety data.
- Support production of monthly and ad hoc fleet reports and KPI summaries covering utilization, cost per kilometre, fuel consumption, maintenance trends, vehicle availability, speeding/driver behaviour alerts, road crashes and other fleet performance indicators.
- Check rental vehicle invoices, maintenance invoices and fuel invoices against approved purchase orders, work orders, contracts, logbooks, FMS/Tracpoint records and supporting documentation before submission for payment processing.
- Support fuel management by issuing or tracking fuel vouchers/cards where applicable, reconciling fuel records with odometer readings and FMS data, identifying abnormal consumption, and flagging discrepancies to the supervisor for follow-up.
- Update and maintain driver records, including driving licences, medical/fitness records, eye tests, training records, driver ID/VTS allocation and other documents required under WHO road safety requirements.
- Assist in organizing drivers' meetings, briefings and follow-up sessions on WHO road safety rules, passenger safety, seatbelt compliance, logbook completion, vehicle checks, fatigue management, speed control and incident reporting.
- Support VTS/Tracpoint administration by confirming vehicles and drivers are correctly registered, following up malfunctioning devices, checking basic alerts and reports, and coordinating with service providers or WFS/Regional Fleet support as instructed.
- Support documentation of road traffic crashes and incidents by collecting initial information, photos, police reports, repair quotations and other supporting documents, and assisting with timely recording and follow-up in the FMS.
- Maintain organized electronic and hard-copy fleet files for vehicle registration, insurance, rental contracts, inspection forms, work orders, invoices, fuel records, maintenance history, driver files, vehicle handover forms and incident reports.
- Liaise with workshops, fuel providers, rental companies, insurance providers, registration authorities and other service providers on routine operational matters, while ensuring that all commitments and approvals remain in line with WHO rules and delegated authority.
- 18. Support convoy preparation and field mission arrangements when required, in coordination with Security and the relevant programme/field teams.
- Ensure clean, safe and functional driver work areas, parking arrangements and fleet office filing space, and report any operational concerns to the supervisor.
- Perform all other related duties as required or instructed, including providing support to other areas of work during emergencies, field deployments or periods of increased operational demand.
REQUIRED QUALIFICATIONS
Education
Essential: Completion of secondary school education or equivalent.
Desirable: Training or certification in logistics, fleet management, transport management, administration, vehicle maintenance, data management or related field.
Experience
Essential: At least three years of relevant experience in fleet, transport, logistics, administration, data management or operations support.
Desirable: Relevant experience in WHO, another UN agency, an international organization or a humanitarian emergency operation. Experience with fleet management systems, Tracpoint/FMS, TBS, VTS, vehicle rental management, fuel control, maintenance follow-up or KPI reporting is an asset.
Skills
- Sound knowledge of transport, fleet administration, vehicle documentation and routine logistics support procedures.
- Ability to organize daily vehicle allocations, driver rosters, field movement records and transport documentation under time pressure.
- Good knowledge of fleet data management, including fuel, maintenance, utilization, driver records, crash/incident records and KPI reporting.
- Good computer skills, including Microsoft Office, Excel and electronic filing; ability to use or quickly learn Tracpoint/FMS, TBS, VTS platforms and ERP/workflow tools.
- Strong attention to detail and ability to verify invoices and supporting documents against contracts, purchase orders, work orders, logbooks and system records.
- Good communication skills and ability to brief drivers and staff on routine fleet procedures, vehicle use, road safety and documentation requirements.
- Ability to multitask, work independently within delegated authority, maintain confidentiality and collaborate effectively in a multicultural emergency environment.
- Basic understanding of vehicle maintenance terminology, preventive maintenance cycles, road worthiness checks and supplier/workshop follow-up.
WHO Competencies
Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment
Use of Language Skills
Essential: Expert knowledge of English. Expert knowledge of Arabic.
Desirable: N/A
REMUNERATION
WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at USD 15,945 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.
ADDITIONAL INFORMATION
- Staff members who have been separated as a result of the 2025 Prioritization and Realignment Process will be given special consideration.
- This vacancy notice may be used to fill other similar positions at the same grade level.
- Only candidates under serious consideration will be contacted.
- A written test and/or an asynchronous video assessment may be used as a form of screening.
- In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
- According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
- Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and eManual.
- The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description, including shortening the duration of the appointment.
- WHO is committed to creating a diverse and inclusive environment of mutual respect. WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
- WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
- Persons with disabilities may request reasonable accommodations (modifications or adjustments to the application or recruitment process) to support their participation in the application and recruitment process. Please send an email to reasonableaccommodation@who.int with your full name, the vacancy number you are applying for, and specific details of the accommodation needed in your request.
- An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
- WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
- WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
- For information on WHO's operations please visit: http://www.who.int.
- WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
- The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
- Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
- This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
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