Logistics and Protocol Assistant


Location : Seoul, KOREA (REPUBLIC OF)
Application Deadline :05-Jul-15 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-4
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
24-Aug-2015
Duration of Initial Contract :1 year initially (Renewable subject to good performance and availability of funds)

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

The UNDP Seoul Policy Centre (USPC) for Global Development Partnerships started operating in 2011, a few years after UNDP closed its Country Programme in Korea and the UNDP Country Office formally ceased its operations.  The Centre represents UNDP in Korea, undertakes policy analysis and research, and works with Korean partners and UNDP’s global network to share Korea’s development experiences. The key functions of the Centre are:

  • To serve as the immediate interface with the Government on all aspects relating to the evolving Republic of Korea-UNDP partnership;
  • To serve as a Knowledge Center for comparative experiences and approaches of new development partners in reducing poverty and achieving sustainable human development;
  • To facilitate and promote learning, networking, policy dialogue and consultation among new development partners and to contribute to capacity development in developing countries.

The work of the Centre is organized under four pillars: Global issues; Development Solutions Partnerships; Policy Research; Communications and Outreach, using the Seoul Debates format to further knowledge exchange, most lately the 2015 Seoul Debates “Learning from anti-corruption Experiences from Korea and Around the World” in January 2015.

Under the direct supervision of the Operations Associate and the overall guidance of the Director, the Logistics and Protocol Assistant provides support to overall administrative services ensuring high quality of work and accurate timely and properly recorded/documented service delivery. The Logistics and Protocol Assistant also provides reliable and safe driving services to the Director 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 Logistics and Protocol Assistant promotes a client, quality and results-oriented approach, tact and ability to work with people of different nationalities and cultural backgrounds.  S/he is responsible for the following functions:

  • Support to Office maintenance and its overall operations;
  • Support to logistics and travel management processes;
  • Provision of reliable and secure driving services;
  • Proper use and day-to-day maintenance of the assigned vehicle;
  • Support to knowledge building and knowledge sharing.


Duties and Responsibilities

Support to Office maintenance and its overall operations, focusing on achievement of the following results:

  • Maintenance of the Office space;
  • Maintenance and record of petty cash expenditure;
  • Procurement and maintenance of Office supplies;
  • Serves as the first point of contact for daily visitors;
  • Provides assistance to staff in the Operations Unit and acts as a focal point for Interns;
  • Fills in for the Secretary to the Director during his/her absence;
  • Supports in extracting, inputting, copying and filing data from various sources;
  • Provides logistical support to organization of conferences, workshops and retreats;
  • Provides support to registry and receptionist functions;
  • Collection of information on assets and inventory management, maintenance of records and files.

Provides support to logistics and travel management processes, focusing on achievement of the following results:

  • Responsible for all protocol/immigration and related issues, i.e. issuance of visas, Diplomatic Identification Card by the ROK Government in accordance with requirements of the United Nations;
  • Processing hotel and other bookings for international visitors;
  • Arrangement for airport pick-up of high-level officials and other visitors of the centre, and support to expediting of customs and immigration procedures, as necessary;
  • Receipt of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent);
  • Serves as the focal point for issues related to the settlement of international staff in Korea.

Provides reliable and secure driving services, focusing on achievement of the following results:

  • Driving office vehicles for the transportation of Director, high-ranking officials, visitors, and co-ordinates delivery and collection of mail, documents and other items;
  • Meeting official personnel and visitors at the airport including visa and customs clearance arrangement, when required;
  • Accurate maintenance of daily vehicle logs, and provision of inputs for preparation of the vehicle maintenance plans and reports.

Ensures proper use and regular maintenance of the assigned vehicle, focusing on achievement of the following results:

  • Regular vehicle inspection, timely repairs, and vehicle maintenance involving timely changes of oil, check of tires, brakes, car washing;
  • Ensuring availability of 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;
  • Ensuring that all the immediate actions required by rules and regulations are taken in case of involvement of accidents.

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Participation in the training for the operations/projects staff on administration.


Competencies

Core Competencies:

Innovation:

  • Ability to make new and useful ideas work.

Leadership:

  • Ability to persuade others to follow.

People Management:

  • Ability to improve performance and satisfaction.

Communication:

  • Ability to listen, adapt, persuade and transform.

Delivery:

  • Ability to get things done.

Technical/Functional Competencies:

Primary

Development and Operational Effectiveness:

  • Ability to perform a variety of routine tasks and duties related to the arrangement of meetings, office and vehicle maintenance and general administration work;
  • Ability to produce accurate and well documented records conforming to the required standards.

Office Administration:

  • Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Leadership and Self-Management:

  • Ability to focus on results for clients and respond positively to feedback;
  • Ability to consistently approach work with energy and a positive, constructive attitude and remain calm under pressure.

Knowledge Management and Learning:

  • Ability to share knowledge and experience;
  • Ability to provide helpful feedback and advice to others in the Office.

Client orientation:

  • Ability to anticipate client needs;
  • Ability to demonstrate understanding of clients’ perspective.


Required Skills and Experience

Education:

  • Secondary Education is required. Valid Driver’s license is also required.

Experience:

  • At least 4  years of relevant administrative, office maintenance and support, and driving experience;
  • Safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair;
  • Experience in basic office maintenance, usage of computers and office software packages (MS Word, Excel), and experience in utilizing web based management systems.  Experience in IT support is an asset.

Language Requirements:

  • Fluency in both English and Korean is required.

Remark:

  • This position is open for Korean nationals only.



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