Consultancy On Improving UN Vehicle Fleet Management - New York

Rationale

UN Common Services are an important component of the Secretary-General's UN Reform Programme as a means to reduce costs and increase efficiency and coordination of UN operations at country level.

The definition of Common Services by the UN General Assembly is: “Services that are shared by an organization with one or more other organizations within the UN system, through both formal and informal mechanisms” [GA A/55/461].

In this context of current discussions on operational streamlining and innovation within the UN System, UNDP, UNFPA and UNICEF are analyzing different initiatives with the potential of improving common services on the ground. One of these initiatives consists of analyzing the use of vehicles, which is part of a larger effort in the context of current discussions on operation streamlining and innovation within the UN system.

The main assumption behind this effort is the fact that UN official vehicles tend to be under-utilized or sit idle in a number of field offices, particularly mid to large duty stations. UN organizations sharing common premises oftentimes manage separate fleets in an uncoordinated fashion, which ultimately increases operational costs and discourages the efficient use of resources.

Objectives

The objective of the assignment is to develop a proposal on how to improve the quality and reduce the costs of fleet management in selected UN field locations.

By establishing centralized carpooling arrangements, it is expected that country offices can:

Reduce the number of idle vehicles in UN premises;Rationalize the acquisition of official vehicles and/or speed up fleet replacement;Ensure the efficient use of administrative staff managing or operating fleets;Centralize fleet monitoring, coordination and maintenance;Improve security and geo-location of vehicles;Keep better track of vehicle usage; andReduce the UN carbon footprint.

Concept

In the scenario of a UN Shared Vehicle Pool, instead of each agency owning their vehicles, vehicles are grouped into one big pool and managed centrally, as one fleet. All vehicles are centrally owned by the pool and are no longer assigned to agencies individually but shared among all UN agencies. All costs are shared and agencies pay for the actual use of the vehicles.

Joint fleet management activities performed by the Shared Vehicle Pool are:

Procurement;Fuel;Maintenance;Administration and Management;Training;Carpooling.

Proposed solution and expected deliverables

The proposed solution consists of the deployment of a technology used by car share services in order to centrally manage fleets in UN common houses or sizeable duty stations. This particular approach has been successfully explored and implemented by car rental companies, corporations and governmental and academic institutions around the world and has rendered considerable results over time in terms of cost reduction and effective fleet management, including tracking and maintenance.

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