Fuel Logistics Coordinator

September 12 2026

Hardship Level (not applicable for home-based)

H (no hardship)

FamilyUNOPS IICA2

General Background of Assignment:
To enhance the management of fuel in the organisation the AFMS Global Fleet Management Unit (GFM) intends to engage a Fuel Logistics Coordinator with the necessary technical expertise.

The incumbent will focus on implementing the UNHCR fuel management framework to identify and address gaps in the system for budgeting procurement storage consumption follow-up monitoring and reporting on fuel in field operations. The Coordinator will assess existing fuel management arrangements as documented in the Standard on Fuel Management in UNHCR and supporting documents. Consequently he/she will coordinate logistics operations associated with the implementation of the bulk fuel tank leasing program and the upgrade of existing fuel facilities and will closely cooperate with operations to implement applicable measures to prevent potential 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 GFMs capacity in a proactive way. Such an initiative should facilitate the oversight of fuel budgeting procurement stock management and consumption monitoring in the UNHCR operations which in turn should culminate in effective and efficient fuel management.
position
The Coordinator reports to the project lead under the umbrella of the Global Fleet Management Unit and is responsible for implementing the Standard on Fuel Management in UNHCRs country operations.
and responsibilities
Activity 1: Implementation of the Standard on Fuel Management in UNHCR.
-Familiarisation with the overall fuel management practices:
oThe number allocation capacity and other parameters of existing fuel storage sites;
oStandard on Fuel Management in UNHCR and its annexes;
oAllocation of functional responsibilities and accountabilities for fuel management at country regional and HQ levels;
oFuel modalities (Outsourcing In-House Hybrid and Ad hoc Purchases);
oFuelling event data capturing and record-keeping including bulk and individual asset fuelling at an operational regional and country levels of the organisation;
oFuel control and monitoring processes; existing systems in use (ERP Fleetwave and Bulk Fuel Control System).
oProcurement of fuel in operations.
oExisting contracts for the procurement of bulk fuel tanks and fuel management systems.
oCapture any additional relevant observations on fuel management.

-In cooperation with the project team develop a detailed work plan for the full period of the consultancy with achievable milestones:

oDevelop a risk register/log for fuel management for the operations;
oFull implementation of the Standard on Fuel Management in UNHCR;
oTraining on fuel management for country fuel managers;
oPlan on optimisation replacement and upgrade of existing bulk fuel tanks where applicable with Modality A as a preferred option;
oDevelop a standard template of a country-specific SOP on fuel management that can be easily adapted by operations;


Activity 2 Coordination of logistic operations related to bulk fuel infrastructure.
oEnsure all logistics actions for bulk fuel infrastructure upgrade comply with UNHCRs supply chain procedures enabling timely delivery installation and commissioning of fuelrelated goods and services;
oCoordinate with country supply programme and admin colleagues to ensure operational requirements are fully captured and reflected in procurement and logistics planning;
oPrepare deployment plans for leased bulk fuel tanks based on operational needs field requests and consumption patterns with regular updates to all stakeholders;
oValidate each tank request ensuring justification consumption forecasts and site readiness are complete before initiating procurement;
oLiaise with freight forwarders and suppliers to arrange transportation of tanks telematics equipment and upgrade kits by sea and road;
oMonitor shipment timelines customs clearance processes and delivery to site; ensure damages are documented responsibility established and claims processed;
oEnsure all equipment arrives in time for installation and commissioning to avoid disruption of fueling operations;
oWhen required support local procurement activities to facilitate ground preparation for tank installation;
oJointly plan upgrades for existing storage tanks including telematics deployment sensor calibration automated gauging installation and systems integration;
oCoordinate vendor visits and installation schedules and ensure field operations understand the needs and provide on-site support;
oMaintain updated records of tank deployments vendor performance and site readiness assessments;
oPrepare regular reports on fuel infrastructure logistics and address identified gap;
oOversee data quality in ERP systems and ensure the G6 assistant regularly updates tracking sheets and records;
oEnsure registration of existing bulk fuel tanks in operations.
oDevelop inspection schedules for bulk tanks and ensure preventive maintenance calibration and safety checks are carried out according to global standards;
oAssist in planning delivery and temporary holding of equipment needed for tank installation (pumps meters etc.);
oEnsure accurate recording receipt inspection and dispatch of such items;
oServe as the primary liaison with GMIS Supply Programme ICT Regional Bureaux and field operations to streamline the deployment and upgrade of fuel infrastructure;
oEnsure that weekly status updates are prepared and shared with the project team;
oPropose solutions that reduce capital expenditure through outsourcing where feasible (e.g. Modality A);
oProvide technical guidance to field operations and partners on fuel infrastructure processes and ensure compliance with UNHCR standards;
oAdhering to UN procurement principles actively contribute to selecting the most suitable solution;
oTrack expenditures verify invoices and support budget forecasting for logistic operations related to respective logistic operations;
oEnsure distribution of fuel quality and quantity control toolkits.
Any other project-related duties assigned by the manager.
The activities will require liaison and collaboration with 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 System)
-Bulk Fuel Control System
-Cloud ERP
-Country-specific SOPs
-Existing frame agreements etc.
Interviews:
-Project Manager
-AFMS Budapest
-Country office Programme staff
-Country office Supply & Admin staff
-Partners providing fuel services
-Suppliers.

Accountabilities (key results to be achieved)
-Progress updates 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 AFMS;
-The incumbent will prepare a detailed plan for the optimisation upgrade and where needed renewal of the existing bulk fuel infrastructure with outsourcing of fueling services as a preferred option.
-The incumbent will ensure a smooth international shipping of project-related equipment;
Responsibilities (process and functions undertaken to achieve results)
-The incumbent will provide specific expertise on international logistics procurement and fuel management;
-The incumbent will need to ensure regular and ad-hoc reporting to the project team;
-The incumbent will supervise one subordinate supporting logistic operations;
-The incumbent will closely cooperate with country operations to ensure implementation of the infrastructure upgrade plan;
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 international logistics supply management and fuel management including monitoring quality control evaluation etc.

Skills

Education

Certifications

Other information

This position doesnt require a functional clearance

Remote

No