Motorpool Associate

Job Description

Duties:

Data entry into the Enterprise Resource Planning (ERP) system after which a report is to be generated and submitted to the Budget and Finance Unit for the duties/responsibilities mentioned below.

Duties are assigned on a phase-wise basis:

Phase I:

• Vehicle records:
  • Create monthly vehicle report in the ERP system with data entries of the following:
    • Vehicle log sheet maintained by drivers
    • Field allowance and expenses of the drivers
  • Enter vehicle repair and maintenance records in the ERP system
• • Prepare the following:
    • Workshop order form
    • Quotations as required
    • Post memorandum in the ERP system for approval
  • Visit workshops and spare parts dealers when required
  • Maintain hire vehicle records
    • Annual quotation records with the management's approval
    • Collect quotations for approval and proper documentation for each use
  • Communicate with vendors for the renewal of the annual vehicle insurance
• Fuel records:
  • Maintain Annual agreements with fuel vendors
  • Maintain external purchase of fuel records with documentation of fuel refill coupons
  • Maintain fuel consumption records
• Driver information records:
  • Maintain a detailed check of the time sheet, overtime and leave of the drivers
• Miscellaneous:
  • Maintain a monthly shuttle user list and submit a statement at the end of every month
  • Process Quarterly mobile recharge card reimbursement for staff

Phase II:

• Hire vehicle records:
  • Communicate with vendors for arrangement when internal vehicles are not sufficient to meet requests
• Fuel records:
  • Maintain internal diesel purchase and stock records
• Driver information records:
  • Maintain field trip rotation
  • Maintain the assigning of duties and shift duty roster
• Miscellaneous:
  • Handle taxi expense claim settlements
  • Handle petty cash, recording and submission of records for the Motorpool Unit

Job Specification

Person specification/competencies

ESSENTIAL

• Bachelor's degree in management or relevant subject
• Minimum 3 years of experience in management or relevant field
• Proficient in using Microsoft Office especially Microsoft Excel
• Fluent in English and Nepali
• Good communication skills
• Good inter-personal skills

TECHNICAL SKILLS

• Experience in dealing with various local and automobile workshop vendors
• Proven knowledge about automobile, spare parts, and repairs/maintenance
• Experience in record keeping and documentation
• Prior experience in supervisory level

Apply Instructions

Applicants are requested to apply online before June 22, 2025 (11:59 PM Nepal Standard Time) through ICIMOD Vacancy Application Portal (https://cvmgmt.icimod.org/).     

Only shortlisted candidates will be notified.