Fuel Logistics Coordinator

Budapest (GSC), Hungary·Posted today

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Full job description

Deadline for Applications

September 12, 2026

Hardship Level (not applicable for home-based)

H (no hardship)

Family Type (not applicable for home-based)

Family

Staff Member / Affiliate Type

UNOPS IICA2

Target Start Date

2026-09-01

Terms of Reference

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 GFM’s 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.
2. The 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 UNHCR's country operations.
3. Duties and responsibilities
Activity 1: Implementation of the Standard on Fuel Management in UNHCR.
- Familiarisation with the overall fuel management practices:
o The number, allocation, capacity and other parameters of existing fuel storage sites;
o Standard on Fuel Management in UNHCR and its annexes;
o Allocation of functional responsibilities and accountabilities for fuel management at country, regional and HQ levels;
o Fuel modalities (Outsourcing, In-House, Hybrid and Ad hoc Purchases);
o Fuelling event data capturing and record-keeping, including bulk and individual asset fuelling at an operational, regional and country levels of the organisation;
o Fuel control and monitoring processes; existing systems in use (ERP, Fleetwave and Bulk Fuel Control System).
o Procurement of fuel in operations.
o Existing contracts for the procurement of bulk fuel tanks and fuel management systems.
o Capture 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:

o Develop a risk register/log for fuel management for the operations;
o Full implementation of the Standard on Fuel Management in UNHCR;
o Training on fuel management for country fuel managers;
o Plan on optimisation, replacement and upgrade of existing bulk fuel tanks where applicable, with Modality A as a preferred option;
o Develop 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.
o Ensure all logistics actions for bulk fuel infrastructure upgrade comply with UNHCR’s supply chain procedures, enabling timely delivery, installation, and commissioning of fuel‑related goods and services;
o Coordinate with country supply, programme and admin colleagues to ensure operational requirements are fully captured and reflected in procurement and logistics planning;
o Prepare deployment plans for leased bulk fuel tanks based on operational needs, field requests and consumption patterns, with regular updates to all stakeholders;
o Validate each tank request, ensuring justification, consumption forecasts, and site readiness are complete before initiating procurement;
o Liaise with freight forwarders and suppliers to arrange transportation of tanks, telematics equipment and upgrade kits by sea and road;
o Monitor shipment timelines, customs clearance processes and delivery to site; ensure damages are documented, responsibility established, and claims processed;
o Ensure all equipment arrives in time for installation and commissioning to avoid disruption of fueling operations;
o When required, support local procurement activities to facilitate ground preparation for tank installation;
o Jointly plan upgrades for existing storage tanks, including telematics deployment, sensor calibration, automated gauging installation, and systems integration;
o Coordinate vendor visits and installation schedules and ensure field operations understand the needs and provide on-site support;
o Maintain updated records of tank deployments, vendor performance and site readiness assessments;
o Prepare regular reports on fuel infrastructure logistics and address identified gap;
o Oversee data quality in ERP systems and ensure the G6 assistant regularly updates tracking sheets and records;
o Ensure registration of existing bulk fuel tanks in operations.
o Develop inspection schedules for bulk tanks and ensure preventive maintenance, calibration and safety checks are carried out according to global standards;
o Assist in planning, delivery, and temporary holding of equipment needed for tank installation (pumps, meters, etc.);
o Ensure accurate recording, receipt, inspection and dispatch of such items;
o Serve as the primary liaison with GMIS, Supply, Programme, ICT, Regional Bureaux and field operations to streamline the deployment and upgrade of fuel infrastructure;
o Ensure that weekly status updates are prepared and shared with the project team;
o Propose solutions that reduce capital expenditure through outsourcing where feasible (e.g., Modality A);
o Provide technical guidance to field operations and partners on fuel infrastructure processes and ensure compliance with UNHCR standards;
o Adhering to UN procurement principles, actively contribute to selecting the most suitable solution;
o Track expenditures, verify invoices and support budget forecasting for logistic operations related to respective logistic operations;
o Ensure 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.
4. Deliverables
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;
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 international logistics, supply management and fuel management, including monitoring, quality control, evaluation, etc.