Organization: UNDP – United Nations Development Programme
Location: Istanbul | Ankara
Grade: Administrative support – SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
Occupational Groups:
Operations and Administrations
Administrative support
Logistics
Transport and Distribution
Closing Date: 2024-09-19
Background
The United Nations Entity for Gender Equality and the Empowerment of Women (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 Administrative Assistant, the Operations Assistant Cum Driver provides administrative support to the office including workshop support, travel and logistics arrangement and safe driving services to the UN Women Regional Office and UN Women/UN high ranking officials and visitors ensuring the highest standards of discretion and integrity, sense of responsibility, and excellent knowledge of protocol and security issues. The incumbent demonstrates a client-oriented approach, courtesy, confidentiality, tact, and ability to work with people of different national and cultural backgrounds.
The incumbent will also be required to provide driving services to the operations and programme staff in the Office, consultants and experts and UN staff on mission.
Duties and Responsibilities
1. Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of operations activities with UN/UN Women rules, regulations, policies, and strategies.
Provision of inputs to the RO operations business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of operations team results-oriented workplans.
2. Ensures effective operations and logistical support, focusing on achievement of the following results:
Organization of shipments, customs clearance arrangements, preparation of documents for UN Women shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions
Performance Travel arranger role in UNall.
Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
Administrative support to conferences, workshops, retreats.
Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
Maintenance of the filing system ensuring safekeeping of confidential materials.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
3. Provide reliable and secure driving services as and when required
Drive office vehicles for the transport of UN Women Regional Office, other high-ranking officials, visitors, UN Women programme and operations staff, and support 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 and support visa and customs formalities arrangements when required.
Verify that all passengers always wear seatbelts in the vehicle.
Oversee and ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
Oversee and ensure that all vehicles comply with the Minimum Operating Security Standards (MOSS).
Maintain logbook for vehicle use and ensure signature by passenger(s).
Adhere to relevant job specific guidelines and policies of UN Women such as but not limited to the vehicle management policy;
4. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization and not limited to ensuring proper use of the vehicle, day to day maintenance of the assigned vehicle, vehicle maintenance document/supplies.
Competencies
Core Values:
Respect for Diversity
Integrity
Professionalism
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues
Accountability
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example
FUNCTIONAL COMPETENCIES:
Excellent driving skills;
Strong knowledge of driving rules and regulations, chauffeur protocol and courtesies and local roads and conditions;
Strong defensive driving skills;
Skills in minor vehicle repairs;
Ability to be on time.
Ability to work under minimal supervision and be proactive and initiative oriented;
Integrity, flexible approaches to work coupled with enthusiasm, commitment and energy;
Ability to work in a multi-cultural and multi-national environment;
Excellent organizational and planning skills;
Adequate knowledge and experience of administrative and record keeping;
Demonstrates strong oral and written communication skills;
Proven networking, teambuilding, organizational and communication skills;
Required Skills and Experience
Education and Certification:
Completion of secondary education is required.
Specialized certification in Administration is be an advantage.
Valid driver’s license is required.
Defensive driving certificate would be an added advantage
Experience
Minimum 3 years in administration, logistics and operations support
At least 3 years of relevant experience as a driver in an internationally recognized company, organization, embassy/consulate or UN system with a safe driving record is required.
Experience in handling of web-based management systems.
Experience with ERP systems, preferably PeopleSoft, desirable.
Languages
Fluency in English and Turkish is required.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
Application:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: . Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.