Driver/Administrative Clerk (SB2.3)

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women’s presence in the Republic of Moldova has evolved from being a project-based office in 2007 to a Country Office with full delegated authority as of 2015. Currently, UN Women Moldova Country Office is  implementing its Strategic Note (SN) for 2018-2022, which is aligned with the Republic of Moldova-United Nations Partnership Framework for Sustainable Development 2018-2022 and the Global Strategic Plan of UN Women.  The SN 2018-2022 aims at advancing progress under the following three Impact Areas (IA): IA1: More women from diverse groups fully participate and lead in governance processes and institutions, IA2: Women have income security, decent work and economic autonomy, IA3: Public authorities, institutions and communities prevent violence against women and girls and deliver quality essential services.

With the overall aim to ensure effective strategic plan implementation, UN Women plans to hire a Driver/Administrative Clerk, based in Chisinau, Moldova to support the work of the country team to ensure effective consistent strategic note and programmes implementation.

Under the guidance and supervision of the Operations Manager, the Driver/Administrative Clerk will assists in the effective and efficient implementation of country office initiatives through a range of actions, including driving and administrative support management. The employee applies a client-oriented approach consistent with UN Women rules and regulations.

The Driver/Administrative Clerk works in close collaboration with the Operations Team of the Moldova CO as well as with the programme and project teams in UN Women in Moldova for effective and timely achievement of results, anticipating and advising on administrative tasks and smooth operation of the country office.

The incumbent is expected to exercise full compliance with UN Women programming, financial, procurement and administrative rules, regulations, policies and strategies, as well as implementation of the effective internal control systems

Duties and Responsibilities

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

• Driving office vehicles for the transportation of the Country Representative,  other high-ranking officials and other authorized personnel and visitors.
• Meeting official personnel and visitors at the airport including visa and customs formalities arrangement, identity cards and other documents issuance in accordance with requirements of the United Nations and national government, when needed.
• Verify that all passengers wear seatbelts at all times in the vehicle.
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
• Oversee and ensure that all vehicles comply with the Minimum Operating Security Standards (MOSS).

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

• Coordinate the use of vehicles and the distribution of tasks among Drivers.
• Keep accurate maintenance of daily vehicle logs for the assigned vehicle.
• Provision of inputs to preparation of the vehicle maintenance plans and reports for all vehicles.
• Arrange for registration of the vehicle and third party insurance.
• Provision of timely minor repairs, arrangements for major repairs, regular and timely checks/changes of oil, water, battery charge, tires, brakes, car washing, etc..
• Ensure that the vehicle is kept clean.
• Forecast and plan vehicle fuel’s consumption for office vehicles and advise the Operations Manager on issues related to fuel procurement.
• Check vehicle logs for other office vehicles and prepare the draft vehicle history reports and maintenance plans.

Provides administrative and logistical support focusing on achievement of the following results:

• Assist in procurement of goods and services for UN Women Country Office.
• Provide support in management of contracts for vehicle and office maintenance; maintain contacts with vendors and follow up on services’ provision.
• Preparation of all necessary documentation, implementation of follow-up actions, drafting correspondence related to shipments/customs clearance.
• Provide guidance on documentation on vehicle maintenance and office maintenance.
• Receipt of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), arrangements for shipments.
• Administrative support to organization of conferences, workshops, retreats.

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

• Collection of information on assets management, maintenance of records and files on assets management.
• Support inventory process.
• Maintenance of files and records relevant to office maintenance.

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

• Provide onboarding training for newcomers on vehicle booking and security during travel.
• Participation in the training for the operations/projects staff on administration.
• Contributions to knowledge networks and communities of practice.
• Perform any other duties as may be assigned by the management of the CO.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organisation.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:  

FUNCTIONAL COMPETENCIES:

• Excellent driving skills;
• Knowledge of driving rules and regulations, chauffeur protocol and courtesies, and local roads and conditions, and defensive driving skills;
• Skill in minor vehicle repairs;
• Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work;
• Ability to produce accurate and well documented records conforming to the required standard;
• Professional appearance and punctuality;
• Excellent interpersonal skills are essential part of the job.
• Ability to communicate effectively and be efficient.

Required Skills and Experience

Education and Certification:

• Completion of secondary education required.
• Valid driver’s license (B, C categories).

Experience:

• Minimum 5 (five) years of work experience as a driver is required.
• Minimum 1-year experience of relevant administrative experience is an advantage.
• Good knowledge of office software packages (MS Word, Excel, etc.) is an advantage.
• Experience of work for UN or other international organization is an advantage.

Languages:

• Fluency in Romanian. Working knowledge of Russian. Basic knowledge of English is required.
• Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

APPLICATION PROCESS AND SUBMISSION PACKAGE 

Interested candidates are invited to submit applications with the following documents. 

• Motivation letter;
• Duly filled UN Women Personal History form (P-11) which can be downloaded from:  . Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Kindly note that the system will only allow one attachment.

Only short-listed applicants will be contacted. 

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.