Project Driver/ Administrative Clerk (Multiple Post) - Tenders Global

Project Driver/ Administrative Clerk (Multiple Post)

United Nations Development Programme (UNDP)

tendersglobal.net

JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.

UNDP Turkmenistan has a Health Portfolio that encompasses projects financed by the Global Fund, the World Bank, and the Government of Turkmenistan (GoT). In 2023-2024, UNDP will be executing health projects funded by the Ministry of Health and Medical Industry of Turkmenistan (MoHMI) with a total budget of around $87 million.

To execute the projects financed by MoHMI, UNDP Turkmenistan has established a committed team, comprising a Project Manager, key experts with expertise in different areas of the project, and administrative personnel including Project Driver/Admin Clerk.

Duties and Responsibilities
1. Provide reliable and safe driving services using office vehicle

2. Proper use of the vehicle

3. Availability of documents / supplies

4. Perform clerical logistics/ customs clearance duties

1. Ensures the provision of reliable and safe driving services, namely:

•       Driving office car for the transportation of UNDP employees, other high-ranking officials and visitors, as well as the delivery and collection of mail, documents and other small-sized cargo;

•       Meeting/seeing off at the airport of office staff and other visitors arriving within the framework of the projects, including visa and customs formalities, if necessary;

•       Making frequent trips outside of Ashgabat to pilot regions, if necessary;

•       Taking all necessary actions required by the rules and instructions in case of involvement in accidents/accidents.

2. Ensures proper use of the vehicle by timely maintaining a daily travel log, plans and prepares an annual maintenance plan for the vehicle in accordance with technical needs and provides reports on the service performed.

•       Providing targeted maintenance of the designated vehicle by carrying out timely minor repairs, major repairs, timely oil change, checking tires, brakes, car washing, etc. in accordance with the drawn up plan.

3. Ensures the availability of all necessary documents / materials in official transport, including car insurance, daily travel log, contact numbers of project employees, a map of the city / country, a first aid kit, necessary spare parts in the designated vehicle.

4. Performs clerical logistics/ customs clearance duties:

•       Timely and accurate preparation of shipping documents under coordination of the Admin and Logistics Assistant;

Draft administrative letters for custom authorities with information on each shipment;

Listing all the items each shipment contains in the specification for registration with national entity;

Prepare the Power of attorneys to be engaged in custom clearance for each shipment;

•        Arrangement of loading and unloading of cargos/goods, including timely receipt of the cash advance;

•        Regular follow-up with national authorities to ensure that shipments are quickly released;

•        Maintenance of relevant files and records;

•       Perform other duties within the functional profile as assigned and deemed necessary for the efficient functioning of the projects and organization.

Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies 

Thematic Area Name Definition
Administration & Operations Vehicle management
  • Knowledge of policy & procedures on fleet management
Administration & Operations Registry & correspondence management
  • Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives
Business Management Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels
Administration & Operations Management of shipments
  • Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
Business Development Knowledge Generation
  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Administration & Operations  Documents and records management
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Business Management  Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients’ immediate requests.
  • Ability to anticipate client’s upcoming needs and concerns.
 
Required Skills and Experience
Education:
  • Secondary education is required.
  • University degree (Bachelor´s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
  •  A valid driver’s license is required (B or C category) – please attach to your application

Experience:

  • Minimum 4 years (with secondary education) or 1 year (with Bachelor´s degree) of relevant work experience as a driver with a safe driving record is required;
  • Knowledge of driving regulations, rules and laws as well as skills in minor vehicle repair and maintenance;
  • Minimum 2-years of relevant clerical experience (customs clearance) is required;
  • Experience in the use of computers and relevant office software packages (MS Word, Excel, etc) and ability to use web-based management and electronic log, file and/or scheduling systems;
  • Familiarity with basic office procedures and equipment (copier, scanner, fax) is required.
  • Knowledge of the city and surrounding regions and the ability to navigate well in unfamiliar areas;
  • Work experience with UN or international organizations/companies  is desired.

Knowledge of languages:

  • Fluency in Russian and Turkmen is required.
  • Knowledge of English will be an advantage.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
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