Fuel Coordinator, UNOPS IICA3, Budapest

Terms of Reference

UNHCR, the UN Refugee Agency, is offering a consultancy full-time position within the Global Asset and Fleet Management Section (GFM) in the Global Mobility and Infrastructure (GMIS) Section.

UNHCR is a global organization dedicated to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. Today, UNHCR works in 135 countries with offices in 540 locations.

Title: Fuel Coordinator
Duty Station: Budapest, Hungary
Duration: 12 months
ICA Level: IICA – 3
Corresponding level: P4
Contract Type: Consultancy contract
Closing date: February 18, 2024
Start date: March 1, 2024

1. Organizational context
General Background of Assignment:
To enhance the management of fuel in the organization, the Global Fleet Management Section intends to engage a Fuel Management Officer with the necessary technical expertise.

The incumbent will focus on a holistic approach to identifying and addressing gaps in the system of budgeting, procurement, storing, consumption, follow-up, monitoring, and reporting on fuel in the field operations. The Officer will assess existing fuel management arrangements, as documented in the UNHCR Administrative Instruction on Fuel Management and supporting documents. Consequently, he/she shall propose applicable measures to prevent the potential risk of loss and enhance the transparency of fuel management processes.
Context of Assignment:
The intention of the GFM is to support the effective, efficient, and accountable fuel management of UNHCR operations and to play a positive role in upholding an environment of integrity in UNHCR by contributing to the maintenance of the highest standards of personal and professional conduct by UNHCR personnel, and all entities with contractual links to UNHCR.
An important aspect of the assignment is to expand the GFM’s capacity in a proactive way. Such initiative should facilitate the oversight of fuel budgeting, procurement, and consumption monitoring in the UNHCR operations, which in turn should culminate in effective and efficient fuel management.
2. The position
The Officer reports to the project lead under the umbrella of the Fleet Technology Unit and works on reviewing and redesigning fuel management in UNHCR’s country operations.
3. Duties and responsibilities
Activity 1: Global overview of fuel acquisition, use and management over a defined period of time.
– Familiarization with the overall fuel management practices:
o The number, allocation, capacity and other parameters of existing fuel storage sites;
o The number and type of fuel-consuming units;
o Allocation of functional responsibilities and accountabilities for fuel management;
o Fuel modalities (partners, commercial suppliers, UN/UNHCR managed bulk storage, etc.);
o Fuelling event data capturing and record-keeping, including bulk and individual asset fuelling at an operational, regional and the level of the organization;
o Fuel control and monitoring processes;
o Recording of fuel distribution and consumption with proposed reconciliation process and reporting at country, regional and level of the organization;
o Capture any additional relevant observations on fuel management.

– In cooperation with the project lead, develop a detailed work plan for the full period of the consultancy with achievable milestones:

o Develop a risk register/log for fuel management for the operations;
o Formulate recommendations on how to improve fuel management in the organization permanently;
o Develop a fuel management review procedure, which can be replicated across operations, together with SOPs for various steps of the fuel management process;
o Formulate KPIs for fuel management for the operations that will be easy to monitor and support the operations in developing a realistic baseline to build upon;
o Prepare a final report and present findings to the project team.

– Compare identified fuel management characteristics of a defined number of country operations, including:

o Total fuel usage;
o Fuel consumption by asset type;
o Fuel consumption by individual asset;
o Quantity and causes of fuel losses;
o Quality of fuelling event data capture (timeliness, accuracy and completeness);
o Effectiveness of fuel consumption analysis and monitoring processes.

– Identify patterns of inconsistencies and anomalies in fuel use and management between country operations.
Activity 2 – Enhancing fuel control, processes and systems through end-to-end fuel management and infrastructure transformation.
– Based on the strengths and weaknesses in overall fuel control in UNHCR identified in Activity 1, propose measures and tasks that can be implemented to strengthen control processes of fuel acquisition, storing and distribution at all levels of the fuel supply chain, from bulk fuel procurement to fueling practices of individual assets using advanced and integrated technological solutions for telemetric control of fuel quantity and quality;
– Identify a suitable technology for calibration and automated monitoring of fuel stock level in stationary bulk storage tanks;
– Identify a technology that can effectively streamline the remote automated data-capturing and reporting processes for fuel distribution to assets;
– Identify a globally applicable solution for the detection of underground storage tank leaks;
– Develop a technical evaluation matrix as part of a procurement initiative to facilitate the identification of a global provider of comprehensive fuel management solutions. This includes the integration of infrastructure and cutting-edge technology to ensure precise monitoring of fuel stock levels, calibration of fuel tanks and efficient distribution to assets;
– Adhering to UN procurement principles, actively contribute to selecting the most suitable solution;
– Define standards and procedures for inspections and maintenance of in-house fuel storage tanks;
– Design fuel management solutions that minimize the environmental footprint of UNHCR;
– Develop strategy on fuel infrastructure and resource tracking, including ownership of assets and standardization of equipment, to reduce cost and minimize risk;
– Propose solutions that reduce capital cost and minimize risk by externalizing the management, storage and ownership of fuel;
– Benchmark and set global fuel storage tank standards;
– Enhance fuel accounting processes with technology support to minimize the risk of fuel loss. Define a trigger value for the investigation of discrepancies identified during fuel quantity reconciliation.
– Develop SOPs on fuel tank maintenance, creation of strapping tables, inspections and disposal.
The two activities will require liaison and collaboration with the UNHCR Global Mobility and Infrastructure Services (GMIS), procurement, programme and other relevant functions at HQ, regional and field levels.
Information sources include, but are not limited to, the following:
Data sources:
– Existing documentation of fuel management
– Vehicle Tracking System
– FleetWave (Fleet Management software)
– Vehicle logbooks
– MSRP (historical data)
– Cloud ERP
– Country office procurement
– Partnership agreements, etc.
Interviews:
– Country office Programme staff
– Country office Supply & Admin staff
– GMIS Geneva
– GFM Budapest
– Partners providing fuel services.
4. Deliverables
Accountabilities (key results to be achieved)
– Findings are reported in writing timely and professionally to the project lead at the end of each month;
– The incumbent will have regular (minimum weekly) status update discussions with the project team of GFM;
– The incumbent will prepare a final report on fuel management in the operation reflecting the findings, opportunities and recommendations for all activities as specified in paragraph 3 of the TOR.
Responsibilities (process and functions undertaken to achieve results)
– The incumbent will provide specific expertise on fuel management;
– The incumbent will start by reviewing the available documentation related to the specific projects outlined above with a specific focus on assessing the possibility (risks) of loss, theft and misconduct;
– The incumbent will be required to write reports highlighting control weaknesses that would need to be addressed to strengthen the controls to mitigate possible losses, inefficiencies, or insufficient fuel management;
– The incumbent will be required to submit the proposal for a robust fuel management standard applicable among the UNHCR operations, i.e., a solution based on technology for continuous monitoring of fuel reception, distribution and the remaining quantity of fuel in tanks. The envisioned system will be integrated with the Oracle ERP and other applications such as FleetWave;
– The selected candidate will be responsible for creating a sophisticated technical evaluation matrix. This matrix will play a pivotal role in streamlining the procurement process, aiding in identifying a qualified provider for comprehensive fuel management services encompassing technology and goods.
5. Essential minimum qualifications and professional experience required
Degree in logistics, supply chain management, or a related engineering discipline.
At least ten years (eight years with an advanced university degree) of relevant experience in the area of fuel management, including monitoring, quality control, evaluation etc.
6. Location
The successful candidate will be based in Budapest, Hungary.
7. Conditions
The duration of appointment is for twelve months.
Supervisor of the Individual Fuel Management Officer: The project lead under the umbrella of the Fleet Technology Unit.

Standard Job Description

Required Languages

,

,

Desired Languages

,

,

Additional Qualifications

Skills

Education

Certifications

Work Experience

Other information

This position doesn’t require a functional clearance

Home-Based

Non