Operations Technician

Program Objective

Enhance the efficiency of fleet services for WHO Sudan by guaranteeing vehicle availability, ensuring prompt transportation responses, supporting safe and cost-effective use of all types of vehicles (owned, leased, rented), and maintaining comprehensive fleet data through Tracpoint/FMS and related systems.

Additional focus areas include managing preventive maintenance, overseeing fuel usage and invoice reconciliation, enhancing road safety performance through driver and vehicle monitoring, minimizing inefficient vehicle use and fuel waste, and facilitating data-driven decision-making via KPI reporting.

Key Responsibilities

• Manage transport requests via the Transport Booking System or approved channels, assign vehicles daily, propose trip schedules, and obtain supervisory approval.
• Administer vehicle pool including allocation, driver rosters, field movement tracking, and replacements during absences or vehicle downtime.
• Maintain, verify, and audit vehicle movement logs, trip paperwork, and transport files for accuracy and completeness.
• Oversee rented vehicles and drivers ensuring compliance with documentation, safety, and WHO rental policies.
• Conduct vehicle inspections before acceptance, during usage, and pre-release, ensuring cleanliness, roadworthiness, equipment presence, and timely defect reporting.
• Coordinate preventive maintenance scheduling, follow-up on repairs, and validate maintenance records within fleet documentation.
• Collect and input fleet operational data including mileage, fuel usage, maintenance costs, downtime, driver credentials, incident reports, and rental records into Tracpoint/FMS.
• Ensure monthly completion of comprehensive fleet data reports emphasizing accuracy and timeliness.
• Generate periodic and ad hoc fleet performance reports covering utilization, costs, fuel consumption, maintenance, safety alerts, and incident occurrences.
• Validate invoices for rentals, maintenance, and fuel against contracts, purchase orders, and system records prior to payment submissions.
• Support fuel management processes including fuel voucher issuance, consumption monitoring, and discrepancy identification for supervisory action.
• Update and manage driver files with licences, medical certifications, training, and safety compliance documentation.
• Facilitate driver training sessions on fleet procedures, road safety, and compliance.
• Administer vehicle tracking systems (VTS/Tracpoint), address technical issues, and liaise with service providers as directed.
• Document road traffic incidents by gathering relevant evidence, reports, and facilitating follow-up in fleet management systems.
• Maintain organized, accessible physical and electronic fleet records covering registration, insurance, contracts, inspections, maintenance, drivers, and incident documentation.
• Coordinate with external vendors such as workshops, fuel suppliers, rental firms, and regulatory bodies ensuring adherence to WHO policies and authorizations.
• Assist with convoy preparation and field mission logistics in collaboration with security and program teams when necessary.
• Maintain orderly and safe driver workspaces and fleet office environments; promptly report operational concerns.
• Perform additional duties as assigned including emergency support and heightened operational periods assistance.

Required Qualifications and Skills

Education: Completion of secondary education or equivalent is essential, with preference given to candidates with training or certification in logistics, fleet or transport management, administration, vehicle maintenance, or data management.

Experience: Minimum three years' relevant experience in fleet, transport, logistics, administration, data handling, or operations support. Experience within WHO, UN agencies, international organizations, or humanitarian operations is advantageous, especially with fleet management software and operational tools.

Technical Abilities: Solid knowledge of transport and fleet administrative practices, ability to prioritize vehicle allocation and driver scheduling under pressure, and proficiency in fleet data handling including fuel and maintenance tracking. Strong computer literacy, specifically Microsoft Office, Excel, and aptitude for learning fleet systems (Tracpoint/FMS, TBS, VTS). Attention to detail for invoice verification and good communication skills to train and coordinate with drivers and personnel. Ability to multitask, maintain confidentiality, collaborate in multicultural emergency settings, and understanding of common vehicle maintenance terms and procedures.

WHO Core Competencies

• Teamwork
• Respect and promotion of cultural diversity
• Effective communication
• Achievement orientation
• Adaptability in changing environments

Language Requirements

Fluency in English and Arabic is essential.

Remuneration and Additional Information

The role offers a competitive net annual base salary starting at USD 15,945, inclusive of 30 days of annual leave. Staff impacted by organizational realignment processes will receive particular consideration. Only shortlisted candidates will be contacted, and assessments such as written tests or asynchronous video evaluations may be part of the selection.

Prior to interviews, candidates must provide certified educational credentials recognized by global accreditation bodies. Employment is subject to organizational staff regulations, and appointments may vary in grade or terms at the discretion of leadership.

The organization is committed to diversity, gender parity, and inclusion, encouraging applications from women, persons with disabilities, and nationals from underrepresented regions. Reasonable accommodations for persons with disabilities can be requested during recruitment.

An impeccable ethical record is mandatory, with a zero-tolerance policy towards harassment, abuse, and tobacco use in the workplace.

Vaccination compliance with organizational health requirements is a condition for employment, with provisions for medical exemptions.