Administration Assistant/Driver Full-Time

UNOPS Background

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world.  UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Working With Us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and we continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates.

Work-Life Harmonization

UNOPS values its people and recognises the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types.

Background Information – East and Southern Africa Multi Country Office

Located in Nairobi, Kenya, the East and Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya, which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.

Mozambique Multi Country Office

The Country Office is responsible for managing strategic and operational risks associated with the Country Office’s portfolio of engagements – as part of the Multi Country Office set up, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results.

UNOPS in Mozambique supports its partners efforts to achieve the Sustainable Development Goals. By providing a range of services, including fund management and administrative services, as well as infrastructure and procurement services, UNOPS supports peace and reconciliation efforts, improves health services and helps build a more sustainable future for the people of Mozambique.

The Mozambique Project Office operates as an integral part of the East and Southern Africa Multi Country Office (ESAMCO) management structure.

Background Information –  Job-specific

Under the direct supervision of the Administration Senior Assistant and under the overall guidance from the Support Service Manager, the Administration Assistant/Driver manages and ensures the provision of efficient logistic and transportation support services to a relevant operational unit. In the discharge of her/his duties, the Administration Assistant/Driver liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant/Driver promotes a client, quality and results-oriented approach.

Summary of Key Functions

• Logistics and asset management support.
• Transport and driving services.
• Support to knowledge building and knowledge sharing.

Ensures provision of reliable logistics and asset management support, namely:

• Appropriate maintenance and safe and secure storage of all office equipment and property.
• Preparing accurate inventory lists and adequate property records for the office as well as for projects.
• Careful monitoring of the movement of equipment into and within the area of responsibility.
• Implementation of an equipment management and accounting system for all equipment and properties managed by the office, in accordance with UNOPS equipment policy.
• Processing of supply requisitions for office premises.
• Assistance with timely and effective customs clearance.
• Administering the receipt of goods and equipment for the office, inspection and report preparation.

Administers transport services, focusing on achievement of the following results:

• Proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions in accordance with UNOPS vehicle management policy and procedures
• All official transport needs of Management and office personnel met with accompanying security arrangements.
• Daily vehicle log on petrol consumption and mileage.
• Implementation of a repair and maintenance system for all office equipment including EDP equipment, and generators, etc.
• Efficient building management and maintenance activities.
• Implementation of a power policy in line with capacity of the city power and generators.
• Assessment of contract services (cleaning, security, taxi, courier, etc.) in view of improving service level and/or identifying better solutions.
• Provides reliable and secure driving services by:
  • Driving vehicles safely for the transport of authorized personnel;
  • Collecting and delivering mail, documents and other items;
  • Meeting official personnel at the airport and facilitating immigration and customs formalities in coordination with the relevant personnel;
  • Ensures proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to the preparation of the vehicle maintenance plans and reports;
  • Ensures the day-to-day maintenance of the assigned vehicle by checking oil, water, battery, brakes, tires, etc., performing minor repairs and arranging for major repairs; and ensuring that the vehicle is kept clean;
  • Ensures availability of all the required documents/supplies, including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts;
  • Ensures that immediate steps as required by rules and regulations are taken in case of involvement in an accident.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Participation in the training events for the programme, operations and projects personnel on logistics and transport related subjects.
• Sound contributions to knowledge networks and communities of practice.

Education/Experience/Language Requirements

Education:

• Completion of secondary school is required.
• Administrative or Logistics certification is an asset.

Exeprience:

• Minimum 4 years of experience as a driver with a safe driving record is required.
• Knowledge of driving rules and regulations, and skills in minor vehicle repairs are an asset.
• Experience as a driver in an international organisation or a non-governmental organisation is an asset.
• One year of administrative/operational experience in logistics and administration, with demonstrated capacity to meet performance indicators, and deliver results is required in addition to the 4 years of experience as a driver.
• Two (2) years experience in the use of computers and office software packages, preferably Google Workspace, is required.
• Experience in working with web-based management systems will be an added advantage.
• Experience with UN systems and procedures is an advantage

Language Requirements:

• Full working knowledge of English is required.
• Working knowledge of Portuguese is an asset.

Certification:

• A valid Mozambique driver’s license is required.