Driver and Administrative Support Associate

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration, Travel and Transportation
  • Deadline:
    12/01/2024

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.

The Strengthening Capacity and Effectiveness of the People’s Assemblies System in Laos Project, or STEPS, is a 5-year initiative, supported by USAID, to strengthen the Assemblies’ and their Members’ ability to represent better their constituents, in particular women and vulnerable groups, to hold the government to account and to explore an expanded role in the budgeting and law-making.

The Project Driver & Administrative Support works in a UNDP project team of international and national professionals and support staff. S/he will support the transportation needs of the STEPS project.

Duties and Responsibilities

Scope of Work 

Summary of Key Functions:

  • Provide driving services to the project, including maintenance of the project vehicle.
  • Provide ad hoc administrative and logistical support to the project, including maintaining vehicle documentation.
  1. Primary: Provide driving services to the project
  • Provides reliable and safe driving services by (a) driving office vehicles for the transport of UN staff, other officials, and visitors and delivery and collection of mail, documents, and other items, and (b) meeting official personnel and visitors at the airport and other international arrival locations including liaison with immigration and customs officials, as required and in accordance with UNDP regulations.
  • Ensures proper use of vehicle through accurate maintenance of daily vehicle logs and providing inputs to vehicle maintenance plans and reports.
  • Responsible for basic day-to-day maintenance of the assigned vehicle, checking oil, water, battery, brakes, tires, etc., performing minor repairs, and arranging for other repairs. Ensures that the vehicle is kept clean.
  • Keep the Project Manager informed of any irregularities in the use of the project vehicles and suggest the necessary mitigation measures.
  • 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 in the assigned vehicle.
  • Logs, official trips, daily mileage, gas consumption, oil changes, greasing, etc.
  • Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

      2. Secondary: Provide administrative & logistical support to the project 

  • In coordination with the Project Finance Officer and Project Associate, ensure renewal of vehicle registration, lease, utilities, and payments of any fees in connection thereof.
  • Extend administrative and logistical support services during official project functions such as meetings and workshops.
  • Assist in the reproduction of materials and other related documents.
  • Assist in the logistic work process as necessary and show flexibility for reasonable overtime requests.
  • Perform courier services such as delivery or pick-up of project documents/materials.
  • Perform other project-related functions as may be reasonably assigned by the supervisor from time to time.

Institutional Arrangement

The Project Driver & Administrative Support will work under the direct supervision of the STEPS Project Manager.

Competencies
  • 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 (insert up to 7 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
Ethics UN Policy Ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.
Business Development Knowledge Generation Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Development UNDP

Representation

Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies
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:
  • Completion of secondary education with a valid driver’s license is required.
Experience:
  • A minimum of 3 years of relevant work experience as a professional driver with a safe driving record.

Required skills:

  • Strong knowledge of national driving rules and regulations.
  • Ability to conduct basic vehicle maintenance.
  • Able to do minor repairs, particularly on common issues related to vehicle breakdowns during road trips.

Desired skills in addition to the competencies covered in the Competencies section:

  • Previous working experience with a UN or international development agency.
  • Experience working with projects.
  • Experience in parliamentary support projects.

Required Language(s):

  • Excellent written and verbal English language skills. Fluency in Lao
  • Knowledge of other languages in Lao PDR is an advantage

Professional Certificates:

  • Professional Driver’s License
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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