Job description
Context
This consultancy is located in the Facilities and Administrative Services Branch (FASB) within the Division for Management Services (DMS). FASB provides and oversees a broad range of support services relating to facilities and asset management, travel, mail & pouch and administrative/general services for both Headquarters and Field Offices. The term Field Offices includes all offices located outside of Headquarters including Regional/Sub-Regional Offices, Liaison Offices and Country Offices. The incumbent maintains professional contacts with staff at UNFPA-Headquarters and field offices, and various UN sister agencies.
Purpose
The Business Operations Consultant is responsible for day-to-day global vehicle fleet operations while advancing the Vehicle Tracking System (VTS), applying digital innovation and process automation to optimize daily business workflows and support UN Reform initiatives. The incumbent reports to the Chief Administrative Services & UN Reform.
The primary roles are specifically:
A. Drive operational efficiency by implementing the Global Shared Service (GSS) ‘UN FLEET Vehicle Leasing’ initiative under the ongoing UN Reform
◦ Promote and ensure continued use of UN FLEET vehicle leasing across UNFPA field offices;
◦ Coordinate with field offices to ensure all vehicle renewals, replacements, and leasing requests are processed promptly, with timely review and approval of vehicle requests;
◦ Review access rights for the portal, maintain proper leasing records, and identify data inconsistencies in the UN FLEET portal ;
◦ Prepare and effectively monitor budgets for representational vehicles, ensuring timely coordination with the budget team for accurate budget allotments and utilization;
◦ Ensure timely follow-ups with field offices for the settlement of all UN FLEET invoices to maintain compliance and avoid delays;
◦ Provide data support for the financial lease module in Quantum in compliance with IPSAS 43 standards;
◦ Coordinate with the Finance Branch to verify, review, and confirm year-end financial lease balances;
◦ Maintain accurate and up-to-date fleet records (owned/leased) to provide reliable support for any financial and/or audit inquiries.
◦ Monitor and follow up on all UN FLEET insurance cases (theft, damage), ensuring timely processing of write-offs and reimbursements;
B. Ensure full compliance of fleet and insurance management operations with relevant guidelines and standards
◦ Examine accident reports received from Field Offices and provides advice and follow-up action as necessary;
◦ Coordinate UN worldwide third-party liability insurance plan for all Field Offices including coordination with UN Secretariat insurance team on large claim cases;
◦ Provide guidance on insurance matters, including UN FLEET insurance, comprehensive insurance, and the UN worldwide third-party liability insurance plan for all Field Offices
◦ Monitor fuel usage for the Headquarters vehicle;
◦ Support in fleet related inquiries from field offices via email and the Global Service Desk;
C. Contribute to operational efficiency by implementing the Global Shared Services (GSS) ‘Global Asset Disposal’ initiative under ongoing UN Reform
◦ Promote and expand the adoption of the UNHCR Global Disposal Global Service across field offices to maximize net revenue proceeds for vehicle disposal;
◦ Coordinate the use of UNHCR Global Disposal Global Service for UNFPA owned vehicles disposal across field offices and UNHCR team;
D. Enhance operational efficiency by leveraging technology and UN collaboration in area of fleet management
◦ Ensure global use of Vehicle Tracking System (VTS) (managing admin module, support field offices with VTS transmission issues, password resets);
◦ Coordinate the set up of VTS for new vehicles;
◦ Track vehicle usage of field offices through global tracking software and assists field offices with VTS transmission issues escalated to service provider;
◦ Update and maintain VTS training materials to improve field offices understanding of the VTS;
◦ Coordinate with VTS service provider solving VTS transmission issues and/or customizing the VTS to meet field office/UNFPA needs;
◦ Propose and support in deploying digital process automation solutions to streamline administrative fleet workflows, invoice follow-up tracking, and daily operations;
◦ Support in implementation and monitoring of carpooling and fleet sharing possibilities with sister agencies;
◦ Follow the latest developments in fleet management and proposes innovation possibilities;
E. Support the UN Reform Agenda with a focus on operational enhancements and digital innovation
◦ Assist in calculating efficiency gains from interagency, bilateral and internal initiatives in accordance with developed standards as necessary
◦ Support the team in the Business Operations Strategy (BOS) Annual Review process.
◦ Propose any innovative/digital solutions to enhance current business operations implementing monitoring (BOS, ER, CBO).
Duration: 6 months from Mid January 2027
Deliverables:
◦ Weekly status meetings with supervisor;
◦ Fleet leasing requests, renewals, access rights and replacements processed timely and in line with guidelines.
◦ Global fleet and lease records maintained accurately for IPSAS, audit and year-end closure.
◦ UN FLEET invoices and insurance cases tracked through timely resolution.
◦ Timely provision of budget allotments for representational vehicles.
◦ UNHCR disposal opportunities communicated to field offices in a timely manner, with required coordination support provided.
◦ VTS training materials updated and maintained to facilitate field-office adoption.
◦ VTS access, vehicle setup and transmission issues tracked and resolved.
◦ BOS Annual Review and Efficiency Reporting support delivered within agreed timelines.
◦ Complete transition handover delivered before contract end.
Knowledge and Experience:
Education:
◦ Secondary Education with supplemental training in finance and/or administrative procedures.
◦ A university degree in Finance and/ or Administration is a plus.
Required Expertise and Qualifications:
◦ Minimum 6 years of experience, preferably with experience in fleet management, administration or supply chain.
◦ Expert knowledge in the usage of computers and office software packages (MS Word, Excel, Google, etc.) and experience in handling web based management systems.
◦ Knowledge of vehicle tracking system software desired (knowledge of CLS Mobility is a plus).
◦ Knowledge of supply chain, UN reform and data analytics are an asset.
◦ Experience or strong interest in using AI-enabled tools, digital monitoring systems, and data analytics to support review business processes and streamline administrative tasks desired.
Languages:
◦ Fluency in English required, with proven ability to express well verbally and in writing.
◦ Knowledge of French or Spanish, desirable.
How to Apply:
Please send your CV and a short letter/email of motivation with “Consultant – Business Operations Consultancy” on the subject line and email the documents to bos-recruitment@unfpa.org, by 16 October 2026.