UNDP Jobs - 53438- Driver / Administrative Clerk

Driver / Administrative Clerk

Location :

Chisinau, MOLDOVA

Type of Contract :

FTA Local

Starting Date :

01-Mar-2015

Application Deadline :

11-Feb-15 (Midnight New York, USA)

Post Level :

GS-3

Duration of Initial Contract :

1 year, with possibility of extension

Languages Required :

Russian

Expected Duration of Assignment :

annual extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the overall guidance of the Head of Operations and direct supervision of the Administrative Associate (Head of Administrative Unit), the Driver/Administrative Clerk provides reliable and safe driving services to the operations and programme staff in the CO, Consultants and Experts and UN staff on missions, ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Driver/Administrative Clerk also provides support on variety of administrative issues and 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 and day-to-day maintenance of the assigned vehicle
Administrative backstopping and support services
Facilitation of knowledge building and knowledge sharing

Ensures provision of reliable and safe driving services focusing on achievement of the following results:

Drives office vehicles for the transport of operations and programme staff in the CO, Consultants and Experts and UN staff on mission and delivery and collection of mail, documents and other items;
Meets official personnel and visitors at the airport including visa and customs formalities arrangements when required;
Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Ensures cost-savings through proper use and day-to-day maintenance of the assigned vehicle focusing on achievement of the following results:

Accurately maintains daily vehicle logs for proper control of mileage, petrol/oil consumption, maintenance and repairs;
Maintains vehicle history cards and other documents required for use of vehicles. Provides inputs to preparation of the vehicle maintenance plans and reports;
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;
Ensures timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.;
Arranges for repair of vehicles in commercial garages. Gets estimates and prepares work orders for approval and follow up;
Keeps assigned vehicle clean and in good working condition;
Inspects technical condition of transport pool and brings any repairs required to the attention of Head of Operations.

Provides support to office maintenance and assets management, focusing on achievement of the following results:

Provides messenger services.
Assists in the logistic process of transport and customs related work concerning office supplies and equipment for the CO, projects and UN agencies,
Takes actions for proper registration of new vehicles procured for UNDP office or projects, including comprehensive and third party insurance for office and projects’ vehicles, respectively.
Assists international staff members in obtaining driving licenses and other necessary vehicle-related documents in accordance with the requirements of the United Nations and the country of the duty station.
Assists in maintenance of files and records relevant to UN House administration.
Provides inputs to preparation of procurement plans for the office.
Prepares supporting documents for contracts related to office maintenance and security services.
Provides administrative support by processing requests in several areas of Operations such as procurement, travel, logistics and general services;
Ensures effective relationship building and management with service providers.

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in trainings for the operations/projects staff on administrative matters;
Shares knowledge with and train newly recruited drivers for the Country Office and projects.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Adheres to the core values of the United Nations; in particular, is respectful of differences of culture, gender, religion, ethnicity, nationality, language, age, HIV status, disability, and sexual orientation, or other status;
Promotes learning and knowledge management/sharing.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Provides helpful feedback and advice to others in the office.

Job Knowledge

Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair;
Demonstrates excellent knowledge of protocol;
Demonstrates excellent knowledge of security issues;
Good knowledge of administrative rules and regulations and understanding of basic procurement principles.

Operational Effectiveness

Ability to perform a variety of repetitive and routine tasks and duties;
Ability to handle a large volume of work possibly under time constraints;
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
Ability to organize and complete multiple tasks by establishing priorities.

Managing Data

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
Ability to review and interpret data, identify and adjust discrepancies, draw conclusions and/or identify patterns, which support the work of others;
Ability to produce accurate and well documented records conforming to the required standard.

Client-orientation

Focuses on result for the client;
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines;
Demonstrates ability to quickly shift from one task to another to meet multiple support needs.

Self-Management

Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Responds positively to critical feedback and differing points of views.

Required Skills and Experience

Education:

Secondary Education. Valid Driver’s license.
University Degree in Technical Sciences is an advantage.

Experience:

3 years’ work experience as a driver;
safe driving record;
experience of administrative/clerical work;
previous experience working in an international organization or driving high-level officials is an advantage;
experience in minor vehicle repair is an advantage;
experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling various office equipment.

Language Requirements:

Fluency in written and oral Romanian; basic knowledge of English;
Fluency in written and oral English is an advantage;
Working knowledge of one or more additional languages relevant for Moldova, including Russian, Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

This is a local position, therefore only citizens of the Republic of Moldova are eligible to apply.

Applications should be submitted on line and include fully completed Personal History Form (P11) as attachment instead of CV/resume.

Please note that only applicants who are short-listed will be contacted.