General Services Assistant/Driver (G-4)

Organizational Setting

This position is located in General Services Unit, Division of Administration. The Division of Administration is committed to sustaining a service-oriented environment by ensuring that all PTS staff members receive efficient and high-quality support in the areas of budget, finance, general services, and procurement

Reporting Lines

Under the supervision of the Chief, General Services Section, to:   

Duties and Responsibilties

1. Drive official vehicles safely and timely in accordance with assignments such as – but not only limited to a) Driving to the TeST Centre; b) Driving to designated points of submission and collection of documentation; c) Driving to official events, d) Driving senior official visitors and management in the conduct of official duties;
2. Ensure that official vehicles are clean, adequately maintained and in good condition;
3. Keep track of transport requests, car bookings and usage logs and ensure smooth organizational fleet management;
4. Deliver official documents and material securely to Ministries and other governmental agencies, Embassies,
5. Permanent Missions, other international organizations and non-governmental institutions;
6. Assist with other General Services administrative tasks including support of contract management activities for an optimized service delivery;
7. Assist with the organization and distribution of documents and the filing of records;
8. Assist with the purchase of goods and services. Prepare shopping carts and enter data in the SAP ERP system;
9. Assist with other administrative duties falling under the responsibility of the General Services Section;
10. Perform other duties as assigned.

Education

• Completed secondary education and appropriate office training.

Work Experience and Qualifications

• At least three (3) years relevant working experience including good knowledge of administrative procedures;

• At least three (3) years relevant working experience as a passenger driver in Vienna and its vicinities with excellent knowledge of traffic routes and regulations in and around the city, and a demonstrated safe driving record; 

• Possession of a B category valid driving license (permitting to drive in Austria);

• Working knowledge of Microsoft Office is required; 

• Experience of working as a driver at an international organization or diplomatic mission in Vienna is a distinct advantage;

• Knowledge of ERP systems (SAP preferred) is an asset;

Languages

• Excellent oral and written communication skills in English are essential. Good knowledge of German is an asset.

• Working knowledge of other official CTBTO languages is desirable. 

Competencies

• Professionalism - Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or  challenges; remains calm in stressful situations.
• Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.
• Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Teamwork - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
• Client orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect.; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients.
• Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
• Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.