Administrative Jobs in Dnipro, Ukraine (Now Hiring) — 5 open

Background

OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.

Under the guidance and supervision of the Administrative Associate in the respective duty station, the Senior Driver/Clerk will be responsible for providing reliable and safe driving services, administrative clerical support, general office and facilities management, and overall logistical support to the OCHA  office staff, Consultants, Experts, UN staff on mission, ensuring a high degree of accuracy of work and timely delivery of results. The Senior Driver/Clerk demonstrates a client-oriented approach, a culture of safety, a high sense of responsibility, courtesy, tact, and the ability to work with people of different national and cultural backgrounds.

Duties and Responsibilities

Summary of key functions:

•     Provision of reliable and secure driving services;
•     Ensuring proper use, regular maintenance of vehicles and planning preventative services of a fleet of soft-skinned and armored vehicles;
•     Ensuring availability and validity of documents and supplies;
•     Provision of a full range of logistical support including all necessary provisions for large VIP missions;
•     Assistance with general office and facilities management to ensure the full functioning of all equipment and services;  
•     Provision of administrative and clerical services including purchasing, expense accounting, travel authorizations, security clearances, reservations, shipping and receiving, inventory management.  

Ensures provision of reliable and secure driving services by:

•    Driving office vehicle for the transport of authorized personnel within the city and to the regions with possible over-nights trips in the region;
•    Driving office vehicle for the transport of authorized personnel during security phases when required;
•    Meeting official personnel and visitors at the airport/train station and ensuring the delivery of client services related to field travel.

Ensuring proper use, regular maintenance of vehicles and planning preventative services of a fleet of soft-skinned and armored vehicles by:

• Cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports
•  Proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
• Ensures availability of all the required documents/supplies including vehicle insurance, vehicle loqs, office directory, map of the city/country, first aid kit, necessary spare parts.

Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
Provision of a full range of logistical support including all necessary provisions for large VIP missions:

• Ensuring timely, accountable and cost-effective delivery of vehicle operations and personnel;
•  Coordinating logistics operations with other UN agencies/funds/programmes and other organizations in the field as needed;
• Ensuring proper documents management and availability of all the required documents/supplies at any time and upon immediate request;
• Organization of shipments, customs clearance arrangements, preparation of documents for UNOCHA shipments (received/sent), preparation of all necessary documentation, implementation of follow-up actions;
• Supporting procurement of goods and services within approved level of delegated authority.

Assistance with general office and facilities management to ensure the full functioning of all equipment and services by:

• Tracking office stock, such as stationery, furniture,  consumables etc, and ensuring the purchase of necessary items;  conducts periodical inventory according to organizational standards;
• Assisting the supervisor in overall office facilities management by ensuring an adequate supply of non-consumable office stock in good working order including the provision of back up supplies and spare parts;
• Providing minor repair service of the office equipment within delegated authority and upon request of the supervisor;
• Communication with facilities/building management officials as well as with responsible common premises personnel to ensure OCHA premises are fit for purpose.

Provision of administrative and clerical services including purchasing, expense accounting, travel authorizations, security clearances, reservations, shipping and receiving, inventory management by:

• Delivery and collection of mail, documents and other items
• Support official documentation formalities/arrangements;
•  Support other administrative/clerical services as required.

IV. Impact of Results

The key results have an impact on the efficient operations in the office as well as on the accurate, safe and timely execution of the UNOCHA office activities, including but not limited to smooth logistic and office management activities, timely, accountable and cost-effective delivery of vehicle operations. Efficient transportation services are provided within the limits of delegated authority, maintenance and repair of the UN field office vehicle fleet is achieved. High-quality and timely clerical and receptionist duties are performed to support a fully operational office.
 

Competencies

Core Competencies:

• Professionalism: demonstrates excellent knowledge of relevant rules and regulations as well as strong technical skills in the respective area; demonstrates excellent knowledge of security issues, confidentiality and time management;

• Teamwork: possesses   good  interpersonal   skills, ability   to  work   in   a  multi-ethnic

  environment with sensitivity and respect for diversity;

• Displays cultural, gender, religion, race, nationality and age sensitivity and   adaptability.

Functional Competencies:

• Client Orientation: demonstrates a client-oriented approach, high sense of responsibility, courtesy, and tact; consistently approaches work with energy and a positive, constructive attitude;
• Development and Operational Effectiveness: Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently;

• Leadership and Self-Management: Focuses on result for the client; remains calm, in

  control and good humored even under pressure; responds positively to critical feedback and differing points of views.

Required Skills and Experience

Education:	Secondary Education.  Valid Driver's license (B, C1 or C categories).
Experience:	Minimum of 3 years of professional experience as a Driver/Clerk; safe driving record, knowledge of driving rules and regulations and skills in minor vehicle repair is required; Experience in logistics or administrative support or general office management is required; Experience in the usage of computers and office software packages (MS Word, Excel) is required;  Experience of work for international organizations is an asset; Experience in the region is an advantage; Experience in driving armored vehicles will be desirable.
Language Requirements:	Fluency in Ukrainian and working knowledge of English are required. Knowledge of other UN languages is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Use of AI by candidates

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