Driver / Registry Clerk Full-Time

Background

Under the guidance and supervision of the Administrative Associate, the Driver/Clerk provides reliable and safe driving services to UNDP RR/ UN RC 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 also demonstrates a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds. In addition, he/she provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Driver/Clerk promotes a client, quality and results-oriented approach.

Upon request of the supervisor, the Driver/Clerk can be also required to provide driving services to the operations and programme staff in the CO, Consultants, and Experts and UN staff on mission.

Incumbent will approach work with energy and a positive, constructive attitude and display a strong client orientation. As such s/he will display flexibility in performing other emerging tasks assigned by RR/RC, CD or supervisor/manager.

Duties and Responsibilities

Summary Functions

• Provision of reliable and secure driving services and proper use of vehicle;
• Day-to-day maintenance of the assigned vehicle and availability of documents/ supplies;
• Implementation of operational strategies and provision of administrative and logistical support;
• Provision of support to office maintenance and assets management.

1) Ensures provision of reliable and safe driving services and cost-savings through proper use of vehicle by:

• Driving office vehicles for the transport of UNDP RR/UN RC, other high-ranking officials and visitors and delivery and collection of mail, documents and other items;
• Meeting official personnel and visitors at the airport, including visa and customs formalities arrangement when required;
• Through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports;
• Take all immediate actions required by rules and regulations in case of involvement in accidents;

2) Ensures proper day-to-day maintenance of the assigned vehicle and availability of all the required documents/supplies through:

• Timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc;
• Safe Keeping of vehicle insurance, maintaining accurate vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle.

3) Ensures 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.

4) Provides administrative and logistical support and Asset management focusing on achievement of the following results:

• Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), arrangements for shipments. Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance;
• Arrangement of travel and hotel reservations, preparation of travel authorizations;
• Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government;
• Administrative support to organization of conferences, workshops, retreats;
• Collection of information for DSA, travel agencies and other administrative surveys;
• 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;
• Collection of information on assets management, maintenance of records and files on assets management;
• Maintenance of files and records relevant to office maintenance.

Competencies

Core Competencies

Leadership

• Ability to persuade others to follow –  Level 1: Takes responsibility for and ensures high quality of own work

People Management

• Ability to improve performance and satisfaction – Level 1: Understands personal and team roles, responsibilities and objectives

Communication

• Ability to listen, adapt, persuade and transform –  Level 1: Reliably and consistently listens and interprets information and instruction correctly.

Delivery

• Ability to get things done while exercising good judgement –  Level 1: Meets goals and timelines for team deliverables.

Technical/Functional Competencies

Operational effectiveness

Managing data