Business Operations Consultant

UNFPA Supplies Partnership

New York (NY)

Hybrid

USD 134,000 - 201,000

Part time

4 days ago

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Benefits offered by this job

Remote work possible

Job summary

UNFPA Supplies Partnership in New York is seeking a Business Operations Consultant for a six-month consultancy, with home-based options. You will oversee global vehicle fleet operations and drive the Vehicle Tracking System (VTS), applying digital innovation to streamline workflows and support UN Reform.

You will collaborate with the Chief Administrative Services & UN Reform, coordinate fleet renewals, insurance, disposals, budgets, and data for IPSAS compliance, while maintaining fleet records

Qualifications

Minimum 6 years of experience in fleet management, administration or supply chain.
Strong knowledge of MS Word, Excel, Google apps and web-based management systems.
Experience with vehicle tracking systems (VTS) and data analytics; interest in AI-enabled tools.

Responsibilities

Drive operational efficiency by implementing the UN FLEET Vehicle Leasing initiative; coordinate renewals and leasing requests.
Maintain fleet records and ensure accurate data for audits and IPSAS compliance.
Provide data support for financial lease modules and coordinate year-end balances.
Monitor insurance cases, invoices and disposals; coordinate with field offices.
Advance digital automation to streamline fleet workflows and reporting.

Skills

Fleet management

Administration

Data analytics

AI-enabled tools

Education

Finance/Administration degree

Tools

Vehicle Tracking System (VTS)

CLS Mobility

MS Excel / Office

Job description

UNFPA New York Headquarters (Home based can be considered)

Job categories

Facilities and Logistics

16 October 2026 17:00(America/New_York)

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.

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

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