Assistant Business Analyst

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 LICA8 Target Start Date 2026-09-01 Terms of Reference General Background of Assignment: To enhance control over fleet, fuel and maintenance management within the organisation, the AFMS Global Fleet Management Unit (GFM) intends to engage an Assistant Business Analyst. The incumbent will focus on implementing the UNHCR fuel management framework to streamline fuel stock control, distribution, and data capture. The Assistant Business Analyst will assess existing IT solutions for fuel management, as documented in the Standard on Fuel Management in UNHCR and supporting documents. To support this mandate, the Assistant Business Analyst will support the installation, integration and rollout of the Active Fuel Management System, a key strategic solution that enables real‑time fuel stock monitoring, automated data capture, and digital reconciliation of fuel transactions to prevent potential loss and enhance the transparency of fuel management processes. The incumbent will also carry out relevant activities related to other areas covered by the Global Fleet Management unit, e.g., vehicle maintenance, fleet sizing, etc. Context of Assignment: The intention of the GFM is to support the effective, efficient, and accountable fleet, fuel and maintenance 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 budgeting, procurement, stock management and consumption monitoring in the UNHCR operations, which in turn should culminate in effective and efficient fleet management. 2. The position The Assistant Business Analyst reports to the project lead under the umbrella of the Global Fleet Management Unit. The incumbent will be expected to deliver new insight and lasting business value by leveraging the many systems, analytics and business opportunities offered by cutting-edge technology. The incumbent contributes to end-to-end integration and proactively manages updates from a business transformation perspective, utilising skills and knowledge of the relevant area. The incumbent contributes to client-facing design sessions and related change management for the on-going renovation of work practices, their streamlining and simplification; to do so, liaises with all relevant stakeholders to document procedures, brings awareness of procedure changes, and supports process reconfiguration to help transform the Organisation from a largely transactional model to a strategic business partner for field operations and senior management. S/he will be working closely with all relevant stakeholders to enhance the use of updated technology within the Area of Responsibility (AoR). 3. Duties and responsibilities - Fuel Management Framework Implementation: o Support implementation of the Standard on Fuel Management in UNHCR country operations, including familiarisation with fuel storage sites, fuel modalities, fuel event data capture, record keeping, fuel controls, existing systems, procurement practices, and relevant contracts. o Develop and maintain a detailed implementation workplan for the consultancy period, including milestones, dependencies, risks, and deliverables. o Develop and maintain a risk register or implementation log for fuel management IT solutions across HQ, regional, and country operation levels. o Support the development of an optimisation roadmap for fuel storage infrastructure, system administration, system maintenance, and field readiness. o Capture lessons learned, recurring issues, and improvement opportunities from deployments and field engagement. - Systems Integration, Testing, and Quality Assurance: o Support end-to-end integration of fuel management business processes across systems, including relevant interfaces with ERP, FleetWave, fuel monitoring tools, and other operational systems. o Coordinate with DIST and relevant technical teams on integration between bulk fuel tank monitoring solutions, ERP, and the Fleet Management System. o Support functional testing, integration testing, business process testing, and user acceptance testing for fuel management system deployments and updates. o Help manage testing evidence, defect logs, issue escalation, test scripts, user feedback, and sign-off documentation. o Liaise with relevant system support levels and managed service providers to resolve incidents, clarify functional issues, and support continuous system improvement. o Provide advice on basic security features, system roles and responsibilities, access controls, and audit reports. - Deployment and Service Delivery Oversight: o Support deployment and upgrade activities related to fuel infrastructure in line with supply chain, procurement, and IT service management procedures. o Contribute to hardware deployment planning for upgrades of existing bulk fuel tanks based on operational needs and field context. o Support local procurement activities where required to facilitate equipment installation and bulk fuel tank upgrades. o Coordinate vendor visits, installation schedules, field readiness, and on-site support arrangements. o Support deployment of hardware, including telematics, sensor calibration, automated gauging, and related infrastructure components. o Maintain records of hardware deployment, vendor performance, lifecycle status, readiness assessments, calibration schedules, and preventive maintenance arrangements. o Act as an escalation point for unresolved system or service issues and coordinate with managed service providers to expedite restoration of service. - Data Quality, Analytics, Reporting, and Dashboards: o Oversee and improve data quality across bulk fuel tank monitoring, ERP, Fleet Management, and related fuel data sources. o Analyse fuel and maintenance data to identify inconsistencies, control gaps, consumption anomalies, reporting issues, and opportunities for process improvement. o Develop and maintain reports, dashboards, KPIs, and analytics products to support field operations, regional bureaux, HQ stakeholders, and senior management. o Conduct report writing and report maintenance, and set up actionable dashboards to meet stakeholder and client requirements. o Support data-driven decision-making for fuel budgeting, procurement planning, stock control, loss prevention, and infrastructure optimization. o Recommend and analyse relevant benchmarks and performance indicators for fuel and maintenance management operations, drawing on comparable operational or humanitarian contexts where available. - Data Quality, Analytics, Reporting, and Dashboards: o Support change management for the rollout of fuel management solutions, including stakeholder engagement, communication, user readiness, and adoption planning. o Develop training plans and capacity-building activities for country-based fuel managers, system users, and relevant business process owners. o Prepare or update user guidance, standard operating procedures, quick reference materials, training presentations, and job aids for new or updated system capabilities. o Build capacity among business process owners and end users to understand and use new or updated system capabilities. o Support the development and publication of timely end-user training materials for future system updates and business innovation initiatives. o Communicate complex technical issues in clear, practical, non-technical language for operational users and management. - Other Duties o Perform other business analyst-related duties within the Global Fleet Management Unit’s area of work. Oversee and improve data quality across bulk fuel tank monitoring, ERP, Fleet Management, and related fuel data sources. 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. 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 contributes to the preparation of a detailed plan for the rollout of the automated bulk fuel management system, integration with the ERP and Fleet Management system and infrastructure upgrade. Responsibilities (process and functions undertaken to achieve results) - The incumbent will provide specific expertise on IT (telematics) infrastructure and System Service Delivery and ideally fuel management; - Testing approach, test scripts, user acceptance testing support, defect tracking, and sign-off documentation for system releases or deployments. - Data-quality checks, dashboard requirements, fuel management reports, and KPI recommendations. - The incumbent will need to ensure regular and ad-hoc reporting to the project team; - Training plan, user guidance, SOP updates, quick reference materials, and capacity-building sessions for fuel managers and system users. - The incumbent will closely cooperate with country operations to ensure adoption of technology. 5. Essential minimum qualifications and professional experience required Business analysis or project management experience is required in international organisations, public or private sectors. Involvement in systems integration, implementation and related management and organisational change management initiatives in an international or multinational environment, with specific ERP or similar complex system management experience in at least one recent deployment project, preferably within the UN system or an international public organisation. Good knowledge of procedures/processes and exposure to the provision of support services in an international organisation, preferably specific to configuration and maintenance in a UN or international public organisation. Involvement in the analysis, design, development and testing of system configurations. Capacity to communicate complex technical issues in layman's terms. Good knowledge of the UN rules/procedures and processes. Experience in learning/training activities. Undergraduate degree in Information Technology, Data Science, Business Administration Expertise in fleet, fuel and maintenance management and telematics is an asset. Standard Job Description Required Languages , , Desired Languages , , Additional Qualifications Skills Education Certifications Work Experience Other information This position doesn't require a functional clearance Remote No