Dispatcher (G4)

Background:

The OSCE Special Monitoring Mission to Ukraine (SMM) is looking for highly qualified, motivated and experienced Ukrainian professional for the position of Dispatcher with its Head office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.

NOTE: this is a short-term position with a duration of approximately 5 months 29 days.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/.

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see https://www.osce.org/special-monitoring-mission-to-ukraine. 

Tasks and Responsibilities:

Under the direct supervision of the National Transport Officer, the Dispatcher will supervise and coordinate the daily work of the Head Office drivers. S/He is also responsible for ensuring that all transportation requests submitted by eligible Head Office officials are processed and fulfilled and that Head Office vehicles are adequately maintained and in road worthy condition.

Specifically, the incumbent:

1. Ensuring the carrying out of transportation requests submitted by eligible Head Office officials and assisting in the process of evaluation that the vehicles used by drivers are roadworthy.
a)    Receiving transportation requests by eligible Head Office officials and subsequently assigning transportation tasks to the (duty) drivers for execution of these tasks.
b)    Allocating Head Office vehicles for transportation tasks, also for requesting for vehicles without driver.
c)    Ensuring the movement of the Head office vehicles back and forth to the workshops for maintenance purposes and to and from the various parking places of SMM in Kyiv.
d)    Initiating the process of regular service of the Head office vehicles through Transport Assistants according to the pre-approved service plan.
e)    Guiding drivers in case of an accident or break down of a Head Office vehicle.
f)    Regularly monitoring and reporting the general situation of the pool vehicles & their equipment.

2.    Controlling and coordinating the daily activity of the drivers.
a)     Drawing up daily and weekly schedules for the drivers’ duty roster, ensuring balanced shifts by taking in consideration the approved annual leave plan.
b)     Monitoring the activity of the drivers (including daily vehicle checks), ensuring the compliance with OSCE rules and the observance of the relevant instructions.
c)    Receiving the reports of all the drivers, every day at COB; ensuring that the drivers get instructions for the next day and they leave the keys of the vehicles in the office.
d)    Upon finalization of the driving task and confirmation that the task is fulfilled in line with the instructions, updating and closes the Vehicle Trip Requests. Ensuring that the drivers carry out the daily check of the vehicles and both driver and vehicle fulfil the procedural requirements for driving and transportation. Reporting any vehicle defecting identified by the drivers.
e)    Keeping record of the drivers’ overtime. 

3.    Recording data pertaining to transportation services; preparing and submitting reports, statistics and other documentation as required by National Transport Officer.
a)    Responsible for daily update/populating of relevant databases/fleet management system; ensuring that the data includes all relevant details related to the travel.
b)    Compiling data available from all the documents related to the use of the Head Office vehicles: trip tickets, requesting for official travels, hand overs, fuel and car wash receipts, breakdown reports, etc. Centralizing them in a weekly report submitted to National Transport Officer.
c)    Drawing up daily dispatch sheets and daily dispatch white board with all transportation services planned. Keeping continuously the above sheet and board up to date. 
d)    Drawing up reports and statistics pertaining to the transportation services performed, as requested by the National Transport Officer.

4.    Responsible for the equipment, instruments and vehicle consumables 
a)    Controlling secure storage of vehicles related instruments as start busters, jerry cans, smart chargers etc.
b)    Coordinating with Asset Management Unit for timely delivery of stocked items and consumables for fleet support.

5.    Performing other duties as assigned, including acting as a driver if required.

Necessary Qualifications:

•    Citizenship of Ukraine or holding permanent resident status in Ukraine; 
•    Completed secondary education;
•    Valid driving license, category B. C1 category is an advantage;
•    Minimum three years of driving and related (vehicle technical) experience, customer care and multitasking related experience;
•    Computer literate with practical experience with Microsoft applications;
•    Professional fluency in English, Ukrainian and Russian languages, both oral and written;
•    Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure, proven resilience to high stress environments;
•    Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
•    Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
•    Cultural sensitivity and judgment.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 872.33 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale. 

For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link. 

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.