UNDP : Driver to the RR cum Clerk – Male
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Location:
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Salary:negotiable / YEAR
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Job type:FULL_TIME
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Posted:3 days ago
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Category:Administration, Transportation and travel services
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Deadline:13/01/2025
JOB DESCRIPTION
Background
UNDP is a long-term development partner of the Maldives for over 45 years. In the Upper Middle-Income Country context, UNDP country office in Maldives provides technical assistance, policy and technical advisory services to the Government of Maldives in their efforts towards achieving the Sustainable Development Goals (SDG), in partnership with development partners, financial institutions, private sector and civil society. In Maldives, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Maldives and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Strategic Action Plan. Maldives is currently in the process of formulating its Strategic Action Plan with UNDP support following the change of government in 2023. In the current Country Programme cycle 2022 – 2026 (https://www.undp.org/sites/g/files/zskgke326/files/2022- 07/CPD%20Maldives.pdf), UNDP has significantly shifted its programme offer to Maldives around 3 pillars supported by a diverse funding base from government finance, bilateral and multilateral donors, blended and innovative finance, etc.: (i) Integrated Governance Programme focusing on justice sector reform, decentralization and local governance with youth, gender and people with disabilities’ participation; (ii) resilience and climate actions, (iii) SDG finance and fiscal spacing, to enable Maldives to achieve sustainable development by eradicating inequality and poverty in all its forms and dimensions, accelerating structural transformations for sustainable development and building resilience to crises and shock. Within the Country Office (CO) the Operation Teams provide backbone support and services to programme related to finance, human resources, digital services, travel, and logistics, as well as common services and CO transactions support. The team further provides demand driven Common services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel e.g., protocol, visa facilitation, travel, and others.
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.
Under the overall guidance and the direct supervision of the Operations Manager, the Driver cum Clerk provides reliable and safe driving services to UNDP Resident Representative and other high-ranking UN officials and visitors ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Driver also provides support to administrative services and demonstrates a client-oriented approach, courtesy, tact, and ability to work with people of different national and cultural backgrounds. Upon request of the supervisor, the Driver cum Clerk could be also required to provide driving services for the Experts and UN staff on mission. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration
Duties and Responsibilities
- Provision of reliable and secure driving services
- Proper use of vehicle
- Day-to-day maintenance of the assigned vehicle
- Provision of administrative support Provision of support in implementation of procurement services
1.Ensures provision of reliable and safe driving services by:
• Driving office vehicles for the transport of UNDP RR, other high-ranking officials and visitors and delivery and collection of mail, documents, and other items,
• Meeting official personnel and visitors at the airport including visa and customs formalities arrangement when required.
• Ensuring all passengers wear seat belt(s) while travelling in the UNDP vehicle.
• Ensuring all non-UNDP personnel riding in the vehicle have presented a signed ‘waiver of liability’ to the operations manager.
• Ensuring availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.
2. Proper use of vehicle:
• Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
• Ensures monthly analysis and reporting of all vehicles related expenses including fuel, maintenance and certified vehicle log sheets is provided for management oversight.
3. Ensure effective and efficient use and maintenance of office vehicles in line with the UNDP Vehicle Management Guidelines:
• Ensures that all official vehicles are in a good, clean, mechanically sound, and operational condition at all times.
• Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
• Ensures that all official vehicles are parked at a secured car park when not in use.
• Timely renewal of Road Worthiness Certificates and Insurance for all motor vehicles.
• Timely reporting of any defects or accidents to the vehicle as per UNDP Vehicle Management Guidelines.
• Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
4. Provision of administrative support
• Provides support to ensure that Registry, archives, courier, and mail management services are attended to in a timely and efficient manner.
• Provides support to the Operations Unit in the provision of logistical, stationery and supplies services to the office and during meetings and workshops and backstopping for Registry Clerk/ Office Driver as required.
5.Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals.
• Assists with maintenance of the filing system in the procurement unit.
• Assists in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associates.
• Assists in tracking of all procurement processes up to delivery, acceptance, and payment.
• Assists in follow-up with requesting units on their procurement requisitions to ensure that all requirements are met and create Vendor creation in UNDP Enterprise Resource Planning system.
• Helps prepare routine correspondence, faxes, memoranda, and reports on procurement in accordance with CO SOP. Extracts, inputs, copies, and files data from various sources.
• Compiles information for preparation of cost-recovery bills for procurement services.
Perform other duties within incumbent’s functional profile as assigned and deemed necessary for the efficient functioning of the office and Organization. Supervisory/Managerial Responsibilities: None
Competencies
| Core 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 | ||
| Thematic Area | Name | Definition |
| Business Management | Customer Satisfaction/Client Management |
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| Administration & Operations | Vehicle management | Knowledge of policy & procedures on fleet management |
| Administration & Operations | Insurance management | Knowledge of policy and procedures on insurance; ability to conduct risk assessment to procure coverage; to ensure relevant tracking and reporting |
| Administration & Operations | Registry & correspondence management | Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives |
| Administration & Operations | Documents and records management | Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
Required Skills and Experience
• Minimum of 3 years (with high school diploma) of relevant work experience as a protocol driver is required.
• Proven experience and sound knowledge of driving rules and regulations is required.
• Skills and experience in vehicle maintenance and vehicle repair is desired.
• Experience in working international organizations and/or high-ranking officials is an asset.
• Experience in the usage of computers and office software packages (Word, Excel, OneDrive, Teams, Outlook and PowerPoint and others), experience in office and collaboration software packages and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is desirable.
• Fluency in English and Dhivehi is required.
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.
Scam warning
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: No requirements
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