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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

Background
 
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.
 
The Driver/Protocol Clerk need to be efficient and flexible in managing their time in a dynamic environment. The staff member should be able to think ahead and choose the best route for the journey, set priority, demonstrate initiative, be extremely discreet and polite in all dealings with both internal and external contacts as a representative of UNDP.
Under the guidance and supervision of the Head of Protocol Unit, the Driver/Protocol Clerk provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The Driver/Protocol Clerk promotes a client, quality and results-oriented approach. The Protocol/Driver Clerk works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to ensure consistent service delivery.
Duties and Responsibilities
1.) Transport/Driving services:
  • 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.
Competencies
 
Core Competencies

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.

Required Skills and Experience
 
Education:
  • 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.
Experience:
  • 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.
Languages:
  • Fluency in English, with excellent writing skills required.
Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
Applicant information about UNDP rosters
 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
 
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This vacancy is now closed.
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