Administrative Assistant/Driver

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that operates in approximately 170 countries and territories. Established on October 21, 1974, UNDP aims to assist governments in achieving their development goals, particularly in eradicating poverty and reducing inequalities. The organization has entered into agreements with various countries, including Barbados and ten other territories in the Eastern Caribbean, to support their national development efforts. The UNDP Barbados Multi-Country Office (MCO) specifically focuses on providing support to the Commonwealth of Dominica, particularly in response to challenges posed by natural disasters such as Hurricane Maria, and has evolved its portfolio to include climate resilience and sustainable development initiatives.

Job Overview:
The Administrative Assistant/Driver position is crucial for the effective functioning of the UNDP Dominica Project Office. Under the supervision of the MCO Operations Manager and the Dominica Head of Project Office, the incumbent will provide reliable driving services, courier services, and general administrative support. This role is essential for ensuring that the office operates smoothly and efficiently, facilitating the transportation of personnel and materials, and supporting various logistical needs. The position requires a proactive approach to problem-solving and a commitment to maintaining high standards of service delivery. The Administrative Assistant/Driver will also be involved in supporting other UN agencies sharing the office premises, thereby enhancing inter-agency collaboration and efficiency.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant/Driver include:

• Providing reliable and secure driving services, including transporting authorized personnel and delivering documents and packages.
• Meeting official personnel and visitors at the airport and assisting with visa and customs formalities as needed.
• Offering administrative and logistical support, such as preparing shipments and customs clearance documents, supporting procurement processes, and arranging travel and accommodation for personnel.
• Monitoring and purchasing office supplies with appropriate approvals and assisting with the payment process for goods and services.
• Ensuring proper maintenance of the assigned vehicle, including keeping accurate vehicle logs, arranging for repairs, and conducting routine checks.
• Supporting office maintenance and asset management by maintaining logs of office inventory and ensuring the availability of necessary documents and supplies.
• Assisting with the setup and dismantling of conference rooms for meetings and preparing project presentation materials.
• Performing other duties as necessary for the efficient functioning of the office and organization.

Required Qualifications:
The position requires the following qualifications:

• Secondary school completion is mandatory, with successful completion of Mathematics and English.
• A minimum of 2 years of relevant work experience in administrative support services is required.
• Proficiency in using computers and office software applications, including MS Word, Excel, PowerPoint, and Outlook.
• Excellent communication and organizational skills are essential.
• Strong interpersonal skills and the ability to work effectively with individuals from diverse backgrounds are highly desirable.
• Experience in providing logistical support in procurement, customs, travel, and conference facilitation is an asset.
• A demonstrated safe driving record and knowledge of local driving regulations are required.

Educational Background:
Candidates must have completed secondary school education, which includes passing Mathematics and English. This educational background is essential for performing the administrative and logistical tasks associated with the position effectively.

Experience:
Candidates should possess a minimum of 2 years of relevant work experience in administrative support services. This experience should ideally include roles that required logistical support, communication with various stakeholders, and familiarity with office management practices.

Languages:
Fluency in written and spoken English is mandatory for this position. This proficiency is crucial for effective communication within the office and with external stakeholders.

Additional Notes:
This position is subject to local recruitment, and applicants must possess legal authorization to work in Dominica at the time of application. The contract duration and specific terms will be communicated during the recruitment process. Candidates selected for this position may be subject to UNDP’s policy on probation upon assignment. The organization is committed to diversity and encourages applications from all qualified individuals, regardless of gender, nationality, or background. All applications will be treated confidentially, and the UNDP has a zero-tolerance policy regarding misconduct.