Fleet Management Specialist

Organizational Setting

The cooperation between the Food and Agriculture Organization of the United Nations (FAO) and the Government of Ukraine has been designed to reinforce national capacities and to contribute to the broader development of agriculture, sustainable management of forests and fisheries, and animal and plant disease control. FAO is also contributing to building resilience and supporting early recovery in conflict-affected regions by supporting the economic recovery of farmers and rural communities. FAO’s presence in Ukraine has been scaled up across its three offices located in Kyiv, Lviv; Kharkiv and Dnipro under the overall responsibility of the Head of the FAO Office/Designated Responsible Officer in Ukraine.

The recent and large-scale escalation in hostilities in Ukraine is exacerbating the already dire food security situation of the most vulnerable rural households and small farmers. In response to the evolving situation, FAO Ukraine is scaling up its emergency humanitarian and resilience programming in conflict-affected areas of Ukraine, including previous areas of focus such as Donetsk, Luhansk, Zaporizhzhia and Kherson; Lviv and Zakarpattia in the West; and newly affected and newly accessible areas. In order to address the rapidly deteriorating situation, FAO us guided by its Rapid Response Plan (RRP) that is aligned with the Humanitarian Response Plan (HRP) and the UN’s Transitional Framework for Ukraine land focuses on responding to immediate needs by providing life and livelihood-saving assistance to the most vulnerable smallholder farming households impacted by the conflict as well as to providing urgent support to the country’s agrifood sector which contributes to both national and international food security. Supporting the capacity of the Government of Ukraine to sustain critical food system services is also a key pillar of the Plan.

The role is in-office, based in Kyiv.

Reporting Lines

Under the overall supervision of the FAO Ukraine Head of Office and the direct supervision of the Head of Administration and in close coordination/cooperation with other units.  

Technical Focus

The Fleet Management Specialist coordinates end-to-end fleet operations, emphasizing vehicle availability, roadworthiness, safety, and cost control. The Management Specialist provides oversight of maintenance, repairs, fuel management, and technical documentation with data-driven monitoring of utilization, mileage, and operating costs. It also requires ensuring compliance with organizational policies and safety standards while coordinating drivers, service providers, and insurance processes to maintain an efficient, reliable, and audit-ready fleet.

Tasks and responsibilities

The Fleet Management Specialist is responsible for acting in accordance with FAO rules and regulations. Specifically, the incumbent will:  

Fleet Operations and Services Management: 
•     Maintain an updated inventory of all vehicles, license plates, insurance, and registration documents. 
•     Oversee daily vehicle assignments, availability, dispatching, and mission planning, ensuring efficient and cost-effective use. 
•     Monitor fuel consumption, maintain fuel records, ensure bulk fuel reception is recorded, and prepare monthly usage and cost reports. 
•     Track vehicle mileage, service intervals, and technical condition to ensure timely maintenance, repairs, and roadworthiness. 
•     Ensure proper completion and review of vehicle logbooks and related documentation. 
•     Manage accidents, incidents, and damage reports, including follow-up with insurance companies, authorities, and internal stakeholders. 
•     Maintain accurate accident logs, insurance claims, repair records, and service documentation. 
•     Support procurement processes related to fleet operations, including spare parts, tires, fuel contracts, leasing, and repair services. 
•     Prepare and consolidate fleet statistics, including fuel usage, mileage, maintenance costs, and utilization rates. 
•     Act as Contract Manager for all fleet related contracts, Long Term Agreements and Purchase Orders, monitor and closely follow up contracts' extensions
•     Follow up fleet related procurement request with procurement unit.
•     Coordinate fleet management with field offices

Maintenance & Repairs: 

•     Ensure vehicles are equipped with required safety items (toolkits, fire extinguishers, first aid kits, logbooks). 
•     Ensure vehicles are equipped with required spare parts including winter/summer tires and other essential spare parts.
•     Verify and process receipt and inspection reports, service certificates, and vendor invoices related to fleet operations. 
•     Maintain professional relationships with garages, service providers, fuel stations, and insurance companies.

Team Management: 

•     Provide day to day supervision of Kyiv-based Drivers, including work planning, performance monitoring, schedules, overtime, and leave management, with regular engagement and coordination with field-based Drivers, particularly the designated Senior Driver. 
•     Verify drivers’ licenses, required trainings, and compliance with UN transport and safety standards. 
•     Brief drivers on mission requirements, security procedures, and adherence to MOSS.

Administrative Support: 

•     Ensure compliance with UN policies, procedures, and organizational transport and road safety standards. 
•     Support audits and internal reviews by compiling required fleet-related data and documentation. 
•     Provide administrative, logistical, and management support to the unit, ensuring proper coordination of tasks and adherence to deadlines 
•     Contribute to knowledge sharing by documenting best practices, supporting training activities, and ensuring proper recordkeeping and safekeeping of fleet-related files.

•     Perform other tasks as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements    

•     University degree in Business Administration, Management, Transport Management, Logistics, or a related field.
•     At least three (3) years of progressively responsible and relevant experience in fleet or transport operations management, logistics, or a related operational role.
•     Proven experience applying administrative controls, vehicle maintenance and repair processes, and managing daily vehicle operations.
•     Working knowledge (Level C or native) of English and Ukrainian
•     National of Ukraine

FAO Core Competencies

•     Results Focus
•     Teamwork
•     Communication
•     Building Effective Relationships
•     Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

•     Confident user of office software packages (MS Word, Excel, etc.).
•     Experience in UN, NGO, or international organization environments.
•     Ability to work effectively under pressure, adapt to evolving and complex humanitarian contexts, and operate within multidisciplinary and multicultural teams.
•     Strong interpersonal and analytical skills, sound judgement, and attention to detail, with a proven ability to work as part of a team.
•     Capacity to meet tight deadlines and work independently with minimal supervision.
•     Knowledge of audit and compliance requirements
•     Good records management and organizational skills
•     Understanding of security or mission-related transport procedures
 

ADDITIONAL INFORMATION