Antecedentes

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Reporting to the Operations Manager, in close coordination with Executive Associate, the Driver/Administrative Clerk assists in effective and efficient implementation of UN Women Fiji Multi Country Office initiatives through a range of actions, including safe and reliable driving services and administrative support management.  As part of driver’s function the incumbent shall be also responsible to provide driver services to other high-ranking UN officials and visitors ensuring the highest standards of discretion and integrity, sense of responsibility, and excellent knowledge of protocol and security issues.

The Driver/Administrative Clerk also demonstrates a client-oriented approach, courtesy, confidentiality, tact and ability to work with people of different national and cultural backgrounds. It is anticipated that the administrative support tasks will account for a significant amount of the work of the Driver/Administrative Clerk.  He / She works in close collaboration with the operations team of UN Women Fiji MCO as well as programmed and project teams in the office for effective and timely achievement of results, anticipating and advising on administrative tasks to ensure consistent service delivery and smooth operation of the UN Women Fiji Multi-Country Office.

Deberes y responsabilidades

Provide general administrative and logistic support:

• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution, as required;
• Scan, store, manage, and track documents in a SharePoint database;
• Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedure;
• Assist in asset verification and other administrative support;
• Assist office staff in filing, photocopying, scanning and maintaining required records;
• Assist in receiving, mailing and distribution of incoming/outgoing mail and publications and maintain a log of the correspondence;
• Arrange for courier services and payment of bills as required;
• Provide administrative support to building maintenance as required;
• Prepare purchase requisitions; process invoices related to office building services (utilities and contractors);
• Process micro-purchase procurement requests as necessary;
• Support for programme teams with simple procurements, including sourcing quotes for micro-purchases, follow up on invoices, etc;
• Support for programme teams with logistical arrangements for events and workshops, including follow up with caterers on food orders, with venues on room set up, follow up with workshop participants for legal waivers and ID, follow up on RSVPs, etc;
• Support for programme teams with administrative tasks, including supporting with physical mailouts, scanning of documents, deliveries, etc.

Provide reliable and secure driving services:

• Drive office vehicles for the transport of UN Women Fiji Multi-Country Office Representative, other high-ranking officials, visitors, UN Women programme and operations staff, and facilitate VIP missions;
• Deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices;
• Meet official personnel and visitors at the airport including visa and customs formalities arrangements when required;
• Verify that all passengers wear seatbelts at all times in the vehicle;
• Oversee and ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Day to day maintenance of the assigned vehicle:

• Ensure that official vehicles are kept clean and is always in good working condition;
• Make minor repairs and make arrangements for major repairs, including change oil, check tires, lights horn, clutch and brakes;
• Ensure that vehicles comply with Minimum Operating Security Standards (MOSS);
• Maintain daily vehicle logs, daily mileage, gas consumption, oil change, servicing, greasing, and repairs;
• Maintain and ensure availability of all 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;
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
• Prepare and maintain data of the vehicle maintenance plans and reports.

Perform any other duties as may be assigned by the management of the UN Women Fiji Multi Country Office.

Competencias

Key Performance Indicators:

• Adherence to UN Women rules and regulations;
• Timely support to the Operations and Programme Unit team;
• Quality organization of files and reports, timely routing of documents;
• Quality and timely driving services; safe and on-time;
• Quality care and maintenance of vehicle and necessary documents, including timely inputs to logs and records;
• Timely support to team.

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Excellent driving skills;
• Strong knowledge of driving rules and regulations, chauffeur protocol and courtesies and local roads and conditions;
• Strong defensive driving skills;
• Skills in minor vehicle repairs;
• Ability to administer administrative processes and transaction;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills;
• Professional appearance and punctuality.

Habilidades y experiencia requeridas

Education and Certification:

• Completion of secondary education is required;
• Bachelor’s degree in business or public administration or related fields is an asset;
• Valid driver’s license is required.

Experience:

• Minimum of 3 years of relevant experience as a driver in an international organization, embassy or UN system with a safe driving record;
• Minimum of 2 years of progressively responsible experience in administration, procurement or logistic support services;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)

Language Requirements:

• Fluency in English is required;
• Knowledge of the other UN official working language is an asset;
• Knowledge of official national language of the duty station is essential.