Antecedentes

While the transport and vehicle management functions are the responsibility of the Admin Unit, this relatively new unit has a complex and unique task of transferring/disposing of a large fleet of closed projects’ vehicles.  This has also raised the attention of auditors recently and the Country Office therefore needs to clear this legacy with a clear workplan, dedicated resources and constant follow-up until the fleet registered in the Organization’s name is of a more manageable number.

A dedicated resource person for such a ‘project’ needs to clearly understand Government regulations with respect to vehicles and the application of UN privileges. They should be familiar with the relevant Government ministries and departments which are involved in importation and registration of vehicles. At present, the entire fleet of the UNDP can be categorized between those vehicles used by UN Agencies and those used by External partners. In the latter category, these vehicles need to be transferred from the UNDP’s name to the registration of the user following the statutory process.  Such an exercise may involve liaison with respective external parties, Government Ministries, physical verifications, valuations and dealing with auctioneers where transfer is not an option. The longer term objective of this exercise is it to substantially reduce the inventory of vehicles registered under the Resident Representative/UNDP and mitigate any risks against any liabilities arising thereof.

The magnitude of the above exercise is quite complex, tedious and time consuming and will require temporary support to expand resources capacity to the Admin Unit and the entire process is envisaged will encompass three stages:

Stage I - Preliminary identification, consolidation and inventorying of vehicle assets under UNDP/RR ownership based on the following:

• Country Office pool;
• DIM/projects portfolio;
• UN agency pool and;
• Quarterly report submitted to Ministry (already available).

(Stage 1 is mostly completed but requires periodic updating as vehicles from external parties are transferred/ disposed).

Stage 2 - Further identification and reconciliation of 73 vehicle assets transfer/recovery from external parties:

• Identification process of known and unknown vehicle locations by current custodian/physical location. Those unknown vehicle identification processes is expected to take substantial time;
• Public notifications, letters sent to various ministries, departments, beneficiaries, etc;
• Work with UNDP IPs/project offices to disseminate this information;
• Official communication to custodian to seek transfer of asset by paying relevant levies or handover asset back to UNDP for public disposal;
• Seek UNDP internal and GOSL statutory approvals to transfer/dispose those firmly located/identified;
• Seek cancellation of UNDP ownership/liability thru RMV where needed;

Stage 3 – It has been further established that there is an additional inventory of vehicles under UNDP/RR  and within the records or the Department of Motor Vehicles (RMV) which require detailed attention and clearing as per above stage 1 and stage 2

• Consolidation and cleaning up of vehicle assets under RMV inventory listing by category (Jeeps/double cabs, cars, lorries, motor cycles, agricultural vehicles etc);
• Establish availability of original documentation for each of the above and seek duplicate documentation as and when required through established processes;
• Identification of current custodians of the above and physical locations of same;
• Establish roadworthy status and seek RMV/MOEA/Public Finance/Sri Lanka Customs formalities for transfer/disposal or other action agreed with UNDP managemen;

Deberes y responsabilidades

Summary of Key Functions

• Further reconcile transport records with internal/external clients and ensure all vehicles are accounted for and reconciled;
• Follow up with various goverment ministries, departments and other beneficiaries including department of motor traffic, department of police and other statutory bodies in vehicle identification and tracking;
• Laise with Ministry of External Affairs and Ministry of Public Finance on clearances and duty calculations;
• Liaise with various motor vehicle retailers on valuations and obtain independent disposal valuations;
• Coordinate with auctioneer/s for physical disposal via public auction;
• Assist the Asset Focal Point on required asset management functions including field assets and inventories and;
• Work closely with and support on required transport and logistical arrangements including ATLAS responsibilities;
• Carry out reference checks for IC consultant recruitment and other ad-hoc procurement functions.

Impact of Results

The key results will support the smooth functioning of the vehicle asset disposal project under the procurement/administration unit in accordance with UNDP policies and procedures.

Competencias

Corporate Competencies:

• Demonstrates integrity by modelling the UN’s values and ethical standards;
• Promotes the vision, mission, and strategic goals of UNDP;
• Displays cultural, gender, religion, race, nationality, and age sensitivity and adaptability;
• Treats all people fairly without favouritism.

Functional Competencies:

Knowledge Management and Learning

• Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example.

Development and Operational Effectiveness

• Solid knowledge in financial resources and human resources management, contract, asset and procurement, information and communication technology, and general administration.

Management and Leadership

• Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Demonstrates strong oral and written communication skills;
• Remains calm, in control and good humoured even under pressure;
• Strong Attention to detail with experience in data reconciliation/spreadsheet use;
• Good inter-personal skills.

Habilidades y experiencia requeridas

Education:

• Completion of Secondary Education;
• Professional qualification in logistics or transportation related field;
• General Degree in business administration and or Social Sciences or any other related field may be an added advantage; or final year student in any discipline.

Working Experience:

• Minimum 5 years’ experience at the national and/or international level in the area of general administration, fleet management, including a minimum of 3 years’ experience in transportation and related area;
• Prior or experience with UNDP/UN system would be an advantage;
• Previous experience in UN fleet management, disposals and or coordination of such activities will definitely be an added advantage;
• Experience in the usage of computers and office software packages including MS Excel and Word and report writing.

Language Requirement:

• Demonstrates strong oral and written communication skills in English, along with Tamil and/or Sinhala and must show strengths in organizational skills.