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472 - Administrative Clerk - Jerusalem

Application Type : External Vacancy
Job ID/Title : 472 - Administrative Clerk
Category : Administration/Operations
Brand : UNDP
Post Level : ICS3 (GS3)
Application Deadline : 16-Aug-11
Duty Station : Jerusalem
Type of Contract :
Post Number :
(for 100 Series Contracts)		 00004476
Languages Required :
 Arabic, English,
Starting Date :
(date when the selected canditate is expected to start) 		01-Oct-11
Duration of Initial Contract : 12 Months
Expected Duration of Assignment :
Background:
Under the overall guidance of the DSR (O) and the direct supervision of the General Services Officer, the Administrative Clerk - Dispatcher provides support to administrative services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery. The incumbent will promote client, quality and results-oriented approach.
 
The incumbent works in close collaboration with the Operations, Programme and projects staff in UNDP/PAPP and other UN agencies staff to ensure consistent service delivery.
Description of Responsibilities:
  • Ensure provision of office vehicles for the transport of authorized project and management personnel and authorized UN missions’ personnel.
 
  • Develop and implement vehicle management and maintenance system in accordance with UNDP/PAPP vehicle management policy, rules and regulations.
 
  • Ensure cost-savings through proper use of official vehicles through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.

  • Ensure availability of all the required documents/supplies (including vehicle insurance, vehicle logs, office directory, map of the city/country, all necessary tools and spare parts required by the Minimum Operational Security Standards - MOSS) in the assigned vehicle.
 
  • Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents. Conduct accident damage assessments, process vehicle accident reports and participate in Board of Inquiry and raise Damage Discrepancy Report as required.

  • Assign daily activities for drivers in accordance to office needs including accommodation of emergency requirements.

  • Track pertinent information for each individual official vehicle, such as, insurance expiration date, motor number, license expiration date, chassis number, etc.

  • Provision of inputs for preparation of cost-recovery bills to the Admin Clerk for the personal and missions’ use of official vehicles provided by UNDP.

·         Carry out driving tests for UNDP staff and members of other UN agencies.
 
·         Translate documents as required including bills, invoices and receipts to and from Arabic, English and Hebrew, and interprets when needed.

  • Ensure that all drivers receive continuous training and development and retain valid licenses as well as clean driving record.
 
·         Ensure that all drivers are adhering to the dress code by dressing the UNDP/PAPP assigned uniform as well as understanding their daily duties and responsibilities.
 
·         Ensure timely renewal of all UNDP/PAPP vehicles registration (license) and insurance as per the requirements of the host government.

·         Ensure that all in-coming/outgoing mail is dispatched and collected in a timely manner.
  • Organize in a proper manner in line with the UNDP/PAPP policies, rules and regulations all documentation regarding usage of vehicles such as vehicles history logs that includes maintenance and fuel consumption records.
  • Perform any other logistic, transport, technical and administrative services as required
Competencies :
Corporate Competencies:
 
·         Demonstrates commitment to UNDP’s mission, vision and values
·         Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
 
Functional Competencies:
 
Knowledge Management and Learning
 
·         Shares knowledge and experience
·         Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
 
·         Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
·         Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
·         Ability to perform work of confidential nature and handle a large volume of work
·         Good knowledge of administrative rules and regulations
·         Strong IT skills, knowledge of Atlas
·         Shares knowledge and experience
·         Provides helpful feedback and advice to others in the office
·         Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair
·         Demonstrates excellent knowledge of protocol and security issues.
 
Leadership and Self-Management
 
·         Focuses on result for the client and responds positively to feedback
·         Consistently approaches work with energy and a positive, constructive attitude
·         Remains calm, in control and good humored even under pressure
·         Responds positively to critical feedback and differing points of views
Qualifications :
Education:
High School Diploma. Certification in administration would be an asset.
Experience:
  • 3 years of relevant experience in administration or transportation service.
  • Valid driver’s license and a clean driving record.
  • Jerusalem ID card is preferable.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) as well as in handling of web-based management systems.
  • Knowledge of driving rules and regulations.
  • Experience working with UN or international organizations is highly desirable.
  • Ability to work under pressure, adhere to guidelines and meet strict deadlines.
  • General Knowledge of vehicle maintenance
Language Requirements:
  • Proficiency in written and oral English and Arabic languages. Knowledge of Hebrew language is desirable.
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