Driver/Protocol Clerk
Addis Ababa
- Organization: UNDP - United Nations Development Programme
- Location: Addis Ababa
- Grade: Level not specified - Level not specified
-
Occupational Groups:
- Administrative support
- Logistics
- Transport and Distribution
- Closing Date: Closed
- Provide transportation service to the UN dignitaries as part of the UNDP drivers’ pool.
- To drive local and international staff to official appointments following the UNDP transportation protocol and procedures.
- Take on driving duties as assigned by the Admin Associate, Transport in consultation with the Protocol Unit. This includes but not limited to driving staff and authorized passengers to designated destinations.
- To be responsible for overseeing the vehicle maintenance ensuring that any issues with the vehicles are reported immediately.
- Carry out daily maintenance checks on the vehicles, ensuring assigned vehicles are roadworthy before starting on journey including tyres, fuel, oil and lubricants.
- Assist in vehicle registration and any other administration related to the vehicles management.
2.) Protocol services:
- Submit Protocol Unit documents to the Ministry of Foreign Affairs (MoFA).
- Submit visa applications to Embassies and liaison offices situated at the duty station.
- Ensure the safety and security of documents in his/her care.
- Office administrative support to the Protocol Unit – including but not limited to photocopying, lamination, filing, scanning, collection and dispatch of documents.
- Check MoFA Protocol Unit for approved and/or issued documentations related to UNDP and the Agencies that UNDP provides protocol services.
- Collection /delivery of post; managing the dispatch of protocol letters.
- Follow up on payment to clearing agents and collect and deliver cheques upon receipt of invoice.
3.) Cost recovery:
- Prepare a register for all standard and ad-hoc services provided by the Protocol Unit and record the services as and when they are provided.
- Compile the cost recovery data of the Protocol Uni, sort them using the appropriate format provided by the Finance Unit.
- Make sure that the current Universal Price List (UPL) is used and follow-up issuance of new UPL by the HQ.
- Submit cost recovery schedules on a monthly basis to the Finance Unit.
- Liaise with UNDP projects and Agencies to obtain financial authorization or Chart of Accounts to charge the costs.
- Follow-up with the Finance Unit to make sure that costs are recovered fully and address any challenges faced to recover the costs.
- Escalate any matters which cannot be resolved at the level of the Driver/Protocol Clerk.
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competencies:
Business Development-Administration & Operation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Business Management- Evaluation: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience, Ability to manage communications internally and externally, through media, social media and other appropriate channels.
Business Management- Working with Evidence and Data: Working with Evidence and Data, Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making.
Business Management- Customer Satisfaction/Client Management: Customer Satisfaction/Client Management, Ability to respond timely and appropriately with a sense of urgency, provide, consistent solutions and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs, provide inputs to the development of customer service strategy, look for ways to add value beyond clients' immediate requests, Ability to anticipate client's upcoming needs and concerns.
Administration & Operation-Customer Satisfaction/Client Management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Administration & Operation- Administration & Operation: Ability: to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.
- Completion of secondary school. B.A./B.Sc. Degree or equivalent in Management, Economics, Finance or related field are desired, but not a requirement.
- Valid Driving License.
- Minimum 3 years of relevant experience at the national or inter-governmental level.
- Experience in Protocol service provision.
- Experience as a Driver of dignitaries.
- Experience working in international organizations, preferably in UN Agencies is distinct advantage.
Skills:
- Proven cross-cultural communication, able to function effectively in an international, multicultural environment.
- Good clerical skills;
- General IT (Information Technology) skills, including ability to work regularly with MS Office Suite;
- Experience with ERP and any service tracking system are desired, but not a requirement.
- Fluency in English, with excellent writing skills required.
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