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 is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
Under the broader framework of the SDGs and in line with the UN Sustainable Development Cooperation Framework (UNSDCF), UNDP Tajikistan continues to deliver on its key strategic priorities within its Country Programme for the period 2023-2026, namely: (i) Sustainable, inclusive and green economic growth, (ii) Integrated management of climate and environmental risks, and (iii) people-centered governance and advancing rule of law.
In achieving the above, UNDP supports the acceleration of Tajikistan’s industrialization, economic productivity and competitiveness, trade, innovative entrepreneurship while ensuring that growth is risk-informed and inclusive.
UNDP continues to invest in Tajikistan’s growth in a sustainable manner and to strengthen resilience to climate change through advancing climate change adaptation (CCA), mitigation and disaster risk reduction (DRR).
UNDP invests in improving access to rights and services through strengthening effective, inclusive and accountable governing institutions, promoting a transparent, gender-sensitive and digitalized public administration with innovative solutions. UNDP focuses on the advancement rule of law and access to justice and facilitates people’s meaningful participation – in particular, women and youth – in decision-making to promote equality and social cohesion at local level.
Duties and Responsibilities
Under the guidance and direct supervision of the Operations Specialist, the Travel/ Logistics Assistant provides travel related services and logistics support ensuring high quality and accuracy of work. He/she implements the rules and guidelines regarding travel and entitlements and provides solutions to issues related to travel. The Travel/ Logistics Assistant promotes a client, quality and results-oriented approach in the delivery of services.
- Supports travel management processes
- Arrangement of travel in line with travel entitlements, ensuring that the travel arrangement follow the UNDP rules of most direct route and most competitive prices.
- Performing functions of Travel Processor in Quantum: create e-requisitions, vendors and purchase orders for travel.
- Manage and support the organization of workshops, conferences, retreats and other related official events
- Provision of information and guidance on travel including travel route, entitlements, visa requirements and hotel arrangement.
- Arrangements for security clearance when required.
- Hotel reservations for officials and visitors when required.
- Processing requests for visas for all UN travelers, as well as requests for Resident Permit and Diplomatic Identification Card for international staff upon the request of the agency (if any)
- Arrangement for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary.
- Preparation of routine correspondence, faxes, memorandum and reports in accordance with CO SOP.
2. Management and Facilitation of transport services
- Coordination, deployment of transportation services, day-to-day scheduling/deployment of drivers as needed, regular vehicle maintenance and insurance.
- Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
3. Ensure proper Protocol management support
- Informs and guides management with protocol matters, registration of staff and visitors, and coordination with local authority on administrative matters.
- Keep office aware on changes in key staffing and procedures at relevant ministry
- Advise management on courses of action on operational and strategic issues with MOFA.
- Establish an effective communication system to keep staff members informed on governmental matters.
- Maintain good relationships with protocol and main government counterparts for purposes of travel, admin, mail and logistics services.
- Monitoring, analyzing, tracking, and communicating
- Controlling the in and out and the safe custody of passports and resident permits for employees, dependents, and visitors.
- Facilitate visits of operations management to ministry to ensure stronger alliance.
- Prepare documentations for all residence permits and visas including renewal and cancellation and submit to the authorized officials of UNDP.
4. Support to knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation in training for operations and project staff on administration and protocol/visa issues
- Training of staff on the governmental procedures.
- Briefing and debriefing and regular communications to personnel on issues relating to area of work.
5. Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
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
Administration & Operations-Registry & correspondence management-Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives
Administration & Operations-Events management-Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. as needed
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 fulfill and understand the real customers’ needs
Security Services -Security policy awareness & implementation-Knowledge of security policy concepts and ability to apply to strategic and/or practical situations
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
Required Skills and Experience
Education:
- Secondary Education is required. University Degree is desirable, but it is not a requirement
Experience:
- Minimum five (5) years of working experience in administration including travel arrangements and protocol management support for candidates with Secondary Education or 2 years for candidates with Bachelor’s degree.
- Experience in visa arrangements and event management is desirable. .
- Desirable work experience in UNDP or similar international organization and demonstrated knowledge of UNDP policies and procedures.
- Prior proven experience in coordination and provision of transportation services; demonstrated knowledge and facilitation of regular vehicle maintenance.
- Ability to work with computer and office software packages (MS Word, Excel, Document Management Software etc.) and knowledge of spreadsheet and database packages is required.
Languages:
- Fluency in English and Russian is required.
- Knowledge of local Tajik language an advantage.
Important Note: Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
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.
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