Admin Clerk/ Driver

Jo Title: Admin Clerk/ Driver

Organization: United Nations Volunteers (UNV)

Host entity: UN Women

Assignment country: Kazakhstan

Expected start date: 23/10/2023

Sustainable Development Goal: 5. Gender equality

Volunteer category: National UN University Volunteer

Type: Onsite

Duration: 3 months (with possibility of extension)

Number of assignments: 1

Duty stations: Astana

Details

Mission and objectives

UN Women is the UN organization dedicated to gender equality and the empowerment of women. A global champion for women and girls, UN Women was established to accelerate progress on meeting their needs worldwide.

Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Reporting to the Operations Analyst, the Admin Clerk/ Driver shall perform duties of administrative clerk and reliable/ safe driving services to the UN Women Country Office, ensuring the highest standards of discretion and integrity, sense of responsibility, and excellent knowledge of operations, protocol and security issues. The Admin Clerk/ Driver shall also demonstrate a client-oriented approach, courtesy, confidentiality, tact and ability to work with people of different national and cultural backgrounds. Reporting to the Operations Analyst, the Admin Clerk/ Driver shall provide clerical, junior administrative services as a member of the operations team and driving services to the whole UN Women team in Kazakhstan.

Task description

Within the delegated authority and under the supervision of Operations Analyst or his/her designated mandated representative(s), the UN Volunteer will: 1. Provide general administrative and logistic support · Assist office staff in filing, photocopying and maintaining required records; · Assist in the ordering, physical verification and distribution of promotional materials and payments of bills; · Assist in asset verification and other administrative support; · Assist administrative assistant and Operations analyst with completing procurement related documents (micro canvass, RFQ, RFP forms and other); · Provide administrative and logistical support with organization of various public events, including conferences, workshops, retreats, etc. · Receipt of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), arrangements for shipments; · Arrange visas and customs arrangements for UN Women staff and visitors; · Pro-actively assist with the assessment of the team/office needs and offer solutions to the Operations Analyst and organize procurement processes upon obtaining relevant approvals; · Maintain the database of the vendors and service providers, including potential vendors and conduct market research to keep the database up to date; · Perform any other duties as may be assigned by the management of the CO. 2. Provide reliable and secure driving services · Drive office vehicles for the transport of UN Women Country Representative, other high-ranking officials, visitors, UN Women programme and operations staff, and facilitate VIP missions; · Deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices; · Meet official personnel and visitors at the airport including visa and customs formalities arrangements; · Verify that all passengers wear seatbelts at all times in the vehicle; · Oversee and ensure that all vehicles comply with the Minimum Operating Security Standards (MOSS); · Provide onboarding training for newcomers on vehicle booking and security during travel, including air/rail road travels, mandatory DSS security clearances, etc.; 3. Proper use of vehicle · Ensure cost-saving by driving responsibly; · Maintain daily vehicle logs, daily mileage, gas consumption, oil change, servicing, greasing, repairs and oversee that other drives do the same; · Prepare and maintain data of the vehicle maintenance plans and reports. 4. Day to day maintenance of the assigned vehicle · Ensure that all official vehicles are kept clean and is always in good working condition; · Make minor repairs and make arrangements for major repairs; · Change oil, check tires, lights horn, clutch and brakes and wash car regularly; · Ensure that vehicles comply with Minimum Operating Security Standards (MOSS). 5. Maintain and ensure availability of all required documents/supplies · Maintain and ensure availability of all required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle; · Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Eligibility criteria

Age

18 - 26

Nationality

Candidate must be a national or legal resident of the country of assignment.

Requirements

Required experience

2 years of experience in in an international organization/company, embassy or UN entity with a safe driving record. • Minimum 1-year of relevant administrative and clerical experience is mandatory; • Good knowledge of internet and its search engines, office software packages (MS Word, Excel, etc.) is an asset; • Experience of work for UN or other international organization/company is an asset. • Proficiency in Russian and Kazakh is required. • Working knowledge of oral and written English language is an asset. Valid Driver’s license (B category); Bachelor degree is an asset.

Area(s) of expertise

Administration

Driving license

-

Languages

Russian, Level: Fluent, Required Kazakh, Level: Fluent, Required English, Level: Fluent, Desirable

Required education level

Secondary education

Competencies and values

Core values / Guiding principles - Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct; - Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work; - Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity. Core competencies - Ethics and Values: Demonstrate and safeguard ethics and integrity; - Organizational Awareness: Demonstrate corporate knowledge and sound judgment; - Development and Innovation: Take charge of self-development and take initiative; - Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds; - Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication; - Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behaviour towards others; - Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution; - Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge; - Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making. Functional competencies - Excellent driving skills; - Knowledge of driving rules and regulations, chauffeur protocol and courtesies, and local roads and conditions, and defensive driving skills; - Skill in minor vehicle repairs; - Ability to perform in timely manner a variety of tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work, including procurement, market research, logistics, etc; - Ability to produce accurate and well documented records conforming to the required standard; - Professional appearance and punctuality; - Interest and ability to learn new things and dedication to professional development; - Excellent interpersonal skills, pro-active approach and initiative are essential part of the job; - Ability to act as a dedicated and loyal team player and independently whenever relevant; - Ability to communicate effectively and be efficient and regularly follow up on the status of assigned tasks.

Other information

Living conditions and remarks

As of October 2023, National UN University Volunteers in Astana are entitled to USD 580/month as their Volunteer Living Allowance. Other benefits include: 1. Pre-assignment: Entry lump sum - USD 400 (one time payment). Relocation costs:$200 at beginning and end of assignment if duty station is outside of commuting distance (as determined by UNV). 2. During assignment Volunteer living allowance - USD 580 (as mentioned above). Learning - Access to UNV's learning and career development resources. Annual leave - 2.5 days per month. Insurance - Comprehensive coverage for health, life and malicious acts 3. End of assignment Exit allowance (paid on successful completion of the assignment) for each month served, paid on completion of contract. The above summary is provided as information only and is subject to change. For further information on the full range of entitlements and eligibility criteria, please read the UN Volunteer Conditions of Service You can check full entitlements at the duty station at https://app.unv.org/calculator. The complete UN Volunteer Conditions of Service is available at https://explore.unv.org/cos.”

Inclusivity statement

United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements

Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

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