Administrative Assistant/Driver

2. Office/Unit/Project Description 

The United Nations Development Programme works in about 170 countries and territories, helping Governments achieve their own development solutions to achieve the eradication of poverty, and the reduction of inequalities and exclusion.

On 21 October 1974, the United Nations Development Programme and the Government of Barbados entered into an agreement to “support and supplement the national efforts of developing countries at solving the most important problems of their economic development and to promote social progress and better standards of life.”

Subsequently, similar agreements were entered into with the Governments of the ten (10) countries and territories that the UNDP Multi-Country Office for Barbados and the Eastern Caribbean (UNDP Barbados MCO) serves: Anguilla, Antigua and Barbuda, Barbados, the British Virgin Islands (BVI), the Commonwealth of Dominica, Grenada, Montserrat, Saint Kitts and Nevis, Saint Lucia, and Saint Vincent and the Grenadines.

As part of UNDP Barbados MCO support to the Commonwealth of Dominica, a Project Office was established in 2017 to assist government with immediate response, recovery and reconstruction post Hurricane Maria. This included strengthening national recovery frameworks, disaster preparedness and climate and community resilience, as well as empowering women to take a more proactive role in emergencies. Since 2017, the Dominica Project Office has evolved its portfolio to include climate resilience, economic recovery and sustainable development initiatives.

 

3. Scope of Work

Under the supervision of the MCO Operations Manager and the Dominica Head of Project Office, the Administrative Assistant/Driver provides reliable and safe driving services, courier services and general office & administrative support to the UNDP Dominica Project Office. Secondary support will be provided to all other UN Agencies sharing the common premises under the individual interagency agreement.

Summary of key functions:

Provision of reliable and secure driving services

• Ensures provision of reliable and secure driving and courier services by a) driving office vehicle for the transport of authorized personnel and delivery and collection of documents, packages and other items and b) meeting official personnel and visitors at the airport, visa and customs formalities arrangement when required.

Provision of administrative and logistical support:

• Assist with preparing shipments and customs clearance documents and follow-up actions
• Support procurement processes by obtaining quotations and following up with suppliers
• Assist with travel, transportation and hotel arrangements for home and visiting personnel
• Provide support for conferences, workshops and other events.
• Arrangement and provision of transportation for project staff, visiting UNDP personnel and guests
• Monitoring and purchasing office stationery and other supplies with approval
• Assist with the supplier's payment process for goods and services received

Proper use and day to day maintenance of the assigned 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 proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tyres, brakes, car washing, etc.
• Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents

Provides support to office maintenance and asset management

• Maintenance of logs such as vehicle logs, office inventory and equipment, files and records for office assets and supplies
• Provision of support to the maintenance of common premises and common services.
• Ensures availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts.

Provide assistance with the setup and dismantling of the conference room for meetings.

• Assist with the preparation of project presentation materials, research or background information for communications and projects, meetings and other events

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

4.   Institutional Arrangement: 

The Administrative Assistant/ Driver works under the supervision of the Head of Office.

5.    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 Administrative & Operations Documents and records management

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administrative & Operations Inventory Management

• Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above

Administrative & Operations Registry & Correspondence management

• Ability to collect, register, maintain and deliver mail, and UNDP Pouch; ability to manage archives

Administrative & Operations Vehicle management

• Knowledge of policy & procedures on fleet management

 

 

6.    Minimum Qualifications of the Successful NPSA

 

Minimum Education requirements Secondary school completion required including successful completion of Mathematics and English Minimum years of relevant work experience 

Minimum 3 years' work experience in administrative support services.

Required skills 

Experience in the usage of computers and office software applications (MS Work, Excel, PowerPoint, outlook etc.) 

Excellent communication and organizational skills

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

• Strong interpersonal skills, ability to work with people from various socioeconomic and multicultural backgrounds.
• Ability to communicate effectively with colleagues across the various agencies, beneficiaries and those attending the office seeking assistance or information.
• Experience providing logistical support in the areas of procurement, customs, travel and/or conference facilitation.
• Experience in providing administrative support such as filing, record keeping, data entry and/or data/record management
• Experience driving throughout Dominica with knowledge of rules & regulations, demonstrated safe driving record and skills in minor vehicle repair.
• Experience in the United Nations, international organization or NGO is an asset

Required Language(s) 

• Fluency in written and spoken English 

Professional Certificates Not required

7.       The following documents shall be required from the applicants:

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns, or other materials.
   

Disclaimer
All posts in the GS / NPSA categories are subject to local recruitment.  Applicants are required to be in possession of legal authorization to work (e.g., CARICOM Skills National Certificate or work permit) in the duty station at the time of application.  Please also note that such authorization must cover the period of the contract being advertised.

Applicants are solely responsible for any required travel and/or relocation costs.

Important applicant information

All posts in the NPSA categories are subject to local recruitment. Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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UNDP also has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNDP, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.  All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.