Job Description

  Under the guidance and supervision of the Operations Manager and Administrative Associate, the Driver and Admin Clerk provides reliable administrative and safe driving services to UNDP staff and other high-ranking UN officials and visitors ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and Security issues. The Driver and Admin Clerk also demonstrates a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Summary of Key Functions:

  • Provision of reliable and secure driving services
  • Proper use of vehicle
  • Day-to-day maintenance of the assigned vehicle
  • Implementation of operational strategies
  • Provision of administrative and logistical support.
  • Availability of documents/ supplies
1. Ensures provision of reliable and safe driving services by a) driving office vehicles for the transport of UNDP staff, other high-ranking officials and visitors and delivery and collection of mail, documents and other items, and b) meeting official personnel and visitors at the airport including visa and customs formalities arrangement when required.

2. Ensures cost-savings throughproper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.

3. Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.

4. Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle.

5. Ensure implementation of operational strategies, focusing on achievement of the following results:
  • Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to preparation of administrative team results-oriented workplans.
6. Provides administrative and logistical support, focusing on achievement of the following results:
  • Focal point of Registry and Pouch; organizes the receipt, distribution and dispatch of official correspondences.
  • Supports in receiving official shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments.
  • Administrative support to organization of conferences, workshops, retreats.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with CO SOP.
  • Extracting, inputting, copying and filing data from various sources.
  • Maintenance of files in Administrative Unit
  • Checking vehicle logs and preparation of the draft vehicle history reports and maintenance plans.
  • Support in implementation of other tasks as directed by Supervisor.
7. Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Competencies

Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory) Core

Innovation

Ability to make new and useful ideas work Assesses work with critical eye
  • Seek feedback on wok activities
  • Demonstrate interest in learning about clients’ perspective and needs
Level 1: Assesses work with critical eye Leadership

Ability to persuade others to follow Takes responsibility for and ensures high quality of own work
  • Uses available resources, methods, partners, and information effectively
Level 1: Takes responsibility for and ensures high quality of own work People Management

Ability to improve performance and satisfaction Understands personal and team roles, responsibilities and objectives
  • Proactively seeks clarification when needed
  • Proactively seeks instruction, feedback and coaching to improve performance
Level 1: Understands personal and team roles, responsibilities and objectives Communication

Ability to listen, adapt, persuade and transform Reliably and consistently interprets information and instruction correctly
  • Responds to information and instruction with professionalism and accuracy
  • Speaks on behalf of self with professionalism and integrity consistent with UN values.
Level 1: Reliably and consistently listens and interprets information and instruction correctly Delivery

Ability to get things done while exercising good judgement Meets goals and timelines for team deliverables
  • Understands responsibilities and meets expectations
  • Delivers within time and resource requirements
  • Awareness of organizational values and code of conduct in delivering services
Level 1: Meets goals and timelines for team deliverables Technical/Functional

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop) Organizational Development

Knowledge of organizational development concepts, issues and principles and the ability to apply them to strategic and/or practical situations Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop Performance Management

Ability to manage organization, department and employee goals Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop Team Building

Ability to work effectively with diverse groups of professionals towards common goals Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop Logistics

Knowledge of Logistics Operations, principles and methods, and ability to apply to strategic and/or practical situations Level 1: Replicate Reliably: Carry out work, as directed, and demonstrate motivation to develop

Required Skills and Experience

Education:
  • High school Education. Valid Driver’s license.
Experience:
  • 3 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair. Experience in basic Administration work is an advantage.
Language Requirements:
  • Fluency in the language of the duty station, knowledge of the UN language of the duty station.

Disclaimer

Important applicant information All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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