UN Women - United Nations Entity for Gender Equality and the Empowerment of Women
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JOB DESCRIPTION
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 the planet. UNDP has been working in Afghanistan for more than 50 years on climate change and resilience, gender, governance, health, livelihoods, and the rule of law. Under the broader framework of the Sustainable Development Goals (SDGs) and in close coordination with other UN agencies, UNDP is supporting the Afghan people’s aspiration for peace, prosperity, and sustainability. UNDP is currently implementing its flagship crisis response programme, ABADEI (Area Based Approach to Development Emergency Initiatives), as part of the ongoing UN-led response to prevent a humanitarian catastrophe and the breakdown of Afghanistan’s economy following the August 2021 shift in power.
The rapidly shifting political and security landscape in Afghanistan has produced significant impacts on both immediate and long-term development and peace in the country. Over 550,000 people have fled their homes due to the conflict between 1 January and 9 August 2021, bringing the total number of internally displaced persons (IDPs) to 3.5 million (9% of the total population). In addition, at least 30,000 people are estimated to be leaving the country each week. The country is experiencing fragility and faces challenges on multiple fronts including COVID-19, poverty, food insecurity, climate disruption, and impacts on the economy. These developments have dramatically altered the landscape in which the United Nations operates, producing challenges to ongoing projects and operations and the ability to progress towards sustainable development goals articulated in Agenda 2030.
The Administration and Common Services Unit within the country office’s Operations is responsible for the efficient, transparent, and cost-effective delivery of administrative, premises, asset management, transportation and logistics services to UNDP Afghanistan as well as other UN organizations in receipt of its services on a cost recovery basis.
Fleet monitoring support
- Collaborate with the Transportation Assistant to effectively coordinate vehicle scheduling and utilization.
- Respond promptly to transportation requests for national and international staff, ensuring arrangements are made, even on short notice.
- Serve as the primary point of contact for all transportation and dispatch-related inquiries.
- Issue and accurately log fuel slips for UNDP Country Office, Escort, and UN Department of Safety and Security (UNDSS).
- Compile and maintain monthly record all fuel slips to ensure accountability and transparency in fuel usage.
- Maintain an offline record of daily trips in the vehicle tracking sheet for the UNDP Country Office.
- Track and record vehicle usage by other agencies utilizing UNDP services for cost recovery purposes.
Drivers Monitoring Support
- Inspect drivers’ daily work against the vehicle checklist, ensuring and operational to avoid client complaints.
- Monitor daily reporting by drivers to ensure compliance with designated driving hours.
- Verify that all vehicles are equipped with required items before trips, preventing damage caused by inadequate inspections.
- Conduct daily checks of drivers’ uniforms, ensuring UN ID cards are visible at all times
- Monitor drivers’ leave, compensatory time off (CTO), and weekend schedules, coordinating with the Transportation Assistant as needed.
Backup Support
- Provide backstop support to the Transportation Assistant during periods of leave of absence.
Serve as a backup driver during peak operational times to ensure continuity of services.
Administrative Support
- Prepare and compile drivers’ Travel Authorizations (TAs), F10 Claims, Back to Office Reports (BTORs), and Trip Clearances, submitting these documents to the Transportation Assistant for review and signature.
- Provide comprehensive administrative support to drivers, including processing leave requests and troubleshooting issues with the UN booking hub application. Assist drviers in building capacity for data entry into systems such as Quantum, UNall, and other relevant systems.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
4. Institutional Arrangemen
The UNDP CO Transportation Clerk will work under the direct supervision of the Transportation Assistant.
| 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 | 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 |
- Secondary education is required
- Minimum 3 years (with high school) of progressively responsible work experience in transportation, logistics, or fleet management is required.
- At least one year’s experience of dispatching is required.
- Experience in the usage of computers and software packages (MS Word, Excel, etc.) is required.
- Prior experience and knowledge of transportation safety and operation protocols, including vehicle inspection and maintenance processes is required.
- Experience in to preparing and processing administrative documents, such as travel authorizations, fuel logs, and incident reports is required.
- Armored Vehicle Safe Driving Training is required.
- Experience working with international organizations, NGOs, or government entities is an asset.
- Prior experience in supervising drviers and managing vehicle fleets is desirable.
- Familiarity with vehicle tracking systems, fuel management, and cost recovery processes is preferred.
- Proven track record of knowledge of UN systems, processes, and safety protocols is an asset.
Languages:
- Fluency in English Dari and/or Pashto is required.
Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: No requirements
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