UNDP Jobs - 58511- Protocol Assistant

Protocol Assistant

Location :

Kuwait, KUWAIT

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

01-Aug-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

Languages Required :

Arabic English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

Under the overall guidance of the Operations Manager and under the supervision of a designated direct supervisor, the Protocol Assistant provides protocol and transport services to staff and visitors ensuring timely delivery of quality service, and manages and organizes the Drivers team effectively and efficiently and actively promotes teamwork and service-orientation, and manages the vehicle fleet effectively with due considerations to cost-effectiveness, passenger safety and MOSS compliance. The Protocol Assistant captures and monitors costs for services rendered and ensures timely cost recovery and cost-effectiveness. The Protocol Assistant promotes a client-oriented approach consistent with UNDP Rules and Regulations in delivery of services to clients.

The Protocol Assistant works in close collaboration with the Operations, Programme, Business Development and Service Center teams in the CO, with UNDP, government counterparts and other non-resident UN agencies to ensure timely and consistent service delivery.

Duties and Responsibilities

Summary of Key Functions

Implementation of CO Workplan and operational strategies;
Support to travel management processes;
Manages vehicle fleet and transport services and team;
Provides support to Operations Team;
Support to knowledge building and knowledge sharing.

Ensures implementation of CO Workplan and operational strategies focusing on achievement of the following results:

Full compliance of UN/UNDP rules and regulations, policies and strategies on travel protocol and vehicle fleet management;
Ensure implementation of cost saving measures through advanced planning and effective organization of daily/weekly schedules of work for the Logistic team and their effective deployment;
Ensures accurate and timely billing for services rendered and monitors cost recovery and payments.

Supports travel management processes and Liaison Functions focusing on achievement of the following results:

Compile supporting document and issue applications for travel permits, visas;
identification cards, passports, driving licenses and other documents for staff members and their dependents;
Arrange and obtain visa for all UN travelers and other official visitors, Resident Permit and Diplomatic Identification Card for international staff;
Liaise and follow up with the Ministry of Foreign Affairs on visa and residence permit formalities as required;
Support all security-related matters being handled by the CO, and ensure safety of visiting UN staff, their dependents, and other mission members;
Make arrangement of airport pick up as required. Meet high level officials at the airport and provide support of customs procedures and expedite check – in if necessary;
Renewal/extension of visa/residence permit;
Actively undertake cost recovery and ensure timely settlement of accounts by clients and projects for services provided;
Ensure all data in ERP are accurate and regularly monitor work progress.

Manages fleet and the transport team focusing on achievement of the following results:

Ensure effective utilization of CO resources in a most cost-effective manner;
Ensure proper maintenance, servicing and repair of all office transport fleet for top performance and safe operating conditions of vehicles, and ensure all vehicles are in ready and safe mode, including for long, emergency travel;
Ensure all official transport needs of Management and office staff are met with accompanying security arrangements;
Establish an effective system for requesting transport services in the office which includes advance notice to allow for scheduling of drivers and security guards without causing any scheduling conflict, delays or request not met;
Establish weekly driver’s rotation schedule for updating on daily basis depending on requests received;
Keep daily vehicle log for review and control of petrol consumption and mileage;
Establish a sound system of control and monitoring of petrol consumption;
Review servicing and repair invoice for accuracy of charges against services performed before submitting for payment;
Ensure that all transport team members receive proper safe-driving and defensive driving training and periodic updates;
Safeguarding of both vehicles and passengers through rigorous monitoring of security measures put in place and ensuring MOSS compliance;
Manages the transport team effectively to ensure quality performance and high morale;
Promote teamwork and highest standard of conduct by the transport team to enhance CO image and performance standard;
Provides guidance and daily supervision of the transport team;
Systematically assess and get feedback on the transport team’s performance and enforce corrective measures for improvement as required to ensure delivery of quality service and continuous client satisfaction;
Provide information for preparation of cost-recovery bills in Atlas for the transport and protocol services provided;
Actively undertake cost recovery and ensure timely settlement of accounts by clients and projects for services provided.

Provides support to the various units within the Country Office Operations Team focusing on achievement of the following results:

Performs the receipt of goods and services procured for the Country Office, particularly the receipt function in ATLAS;
Supports the assets certification exercise by performing the physical assets verification and count;
Supports various other functions, such as events management and security arrangements.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the trainings for the programme, operations and projects staff on travel and transport service related topics;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the execution of the CO travel and transport services management in terms of timeliness, accuracy and quality of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of efficient and first-class service provider and implementation of CO’s cost recovery policy.

Competencies

Corporate Competencies

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

Shares knowledge and experience;
Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to perform a variety of standard tasks related to visa application, transport services, fleet management and protocol formalities;
Good knowledge of financial rules and regulations;
Excellent communications and people management skills;
IT skills;
Ability to motivate and lead team members;
Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management:

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure.

Required Skills and Experience

Education:

Secondary education; specialized training in protocol services, fleet management and maintenance, or related fields desirable.

Experience:

5 years of relevant administrative experience is required at the national or international level in the areas of Administration, Protocol services and/or Travel service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

Fluency (both written and spoken) in English and Arabic languages.