United Nations Development Programme برنامـج أالمــم ألمتحـدة أالنمائـي IRAQ VACANCY ANNOUNCEMENT Organizational Unit: Duty Station: Post Title: Post Level: Type of contract: Duration of Initial Contract: Deadline for application: UNDP Iraq Country Office Sulaimaniyah, IRAQ Logistic Clerk SC-3 Service Contract One Year 17 April 2015 Organizational Context Under the overall guidance of the Portfolio Manager, Inclusive Growth and Private Sector Development, and the supervision of the Technical Advisor of the team of the Electricity Sector Reconstruction Project in Kurdistan, Iraq, the Logistic Clerk provides logistic services related with project activities by ensuring high quality and accuracy of work in order to obtain the optimum logistic services based on UNDP’s rules and regulations. The Logistic Clerk promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services. The Logistic Clerk also provides logistic support as well as reliable and safe driving services to the project team members of the Project in the offices of three Governorates, primarily in Sulaimaniyah office, ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Logistics Clerk also demonstrate a clientoriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds. The Logistic Clerk can be also required to provide driving and logistics services support to other UN officials and visitors related to the Project when and if required. The Travel Clerk works in close collaboration with Programme and Operations teams in the CO to ensure consistent service delivery. Key Duties and Responsibilities: Assists in the organizing meetings, missions, expositions and other events; arranging for meeting facilities and equipment. Assists the project manager and project team members in travel/mission and arrangements; prepares correspondence and assembles documents for participants Ensures cost-savings of the office funds through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports to the Portfolio Manager and Technical Advisor of the Project team. Ensure travel authorization in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route. United Nations Development Programme برنامـج أالمــم ألمتحـدة أالنمائـي Planning of routes, in conjunction with the UNDP Security Unit and UNAMI Security Units, Ensure that all immediate actions required by transport related security rules and regulations are taken in case of involvement in accidents. Follow-up with security section arrangements for security clearance of project manager and project staff when required. Arrange hotel reservations for visiting UN/UNDP officials, obtain and ensure approved and updated hotel list obtained from UNDP security section. In close consultation with the Operations Associate, follow up on UNDP official request related to the office with Department of foreign Affairs, and other related Ministries in terms of customs, taxes Resident Permit as well as requests for renew cards related to their stay within area. Receive UNDP officials and office personnel at designated airport locations and transport them to the residence/accommodation or office premises and support to expediting of customs and immigration procedures, as necessary. Transport UNDP Projects workshops/training related materials and equipment according to the requirements. Deliver mail and messages to UNDP, ministries and other locations as required. Assist project accountant in managing administrative works such as photocopying, scanning documents, binding documents, paying bills, buying office supply. Assist in conducting workshops, seminars, other official meetings and event’s organizers in logistical arrangements for UNDP Project. Provide reliable and safe driving services to the project staff as required Coordinate/manage the project log books for project vehicle (including the analysis of petrol usage); Ensures proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports to the Portfolio Manager and Technical Advisor of the Project team. Responsible for the monitoring of Daily Vehicle Logs and preparation of the Monthly Vehicle record. Ensures 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, Daily Vehicle Logs, office directory, and map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle Maintain an inventory of Sulaimaniyah office and projects related equipment and assets under clearance and delivery to the project site. Maintain contacts and follow up with forward, transport and clearing agents necessary for the project office and projects delivery of equipment and materials to the projects sites in close consultation with the Portfolio Manager and Technical Advisor of the Project team. Create tracking system with update data on the handover process to UNDP Projects equipment and materials under supervision of the Portfolio Manager and Technical Advisor of the Project team. Support the UNDP project team members in Sulaimaniyah in maintaining the office equipment standard of services and keep all machine serviceable United Nations Development Programme برنامـج أالمــم ألمتحـدة أالنمائـي Perform any other logistics and clerical work in support of office operation and administrative needs. Assist the UNDP project members in Sulaimaniyah in processing consolidated communication bills (mobile, Internet etc) and liaise with the related companies. Perform any other duties as required by the Portfolio Manager and Technical Advisor of the Project team Corporate Competencies: Core Competencies Demonstrates commitment to UNDP’s mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Functional Competencies: OPERATIONAL EFFECTIVENESS Ability to perform a variety of repetitive and routine tasks and duties Ability to review data, identify and adjust discrepancies Ability to handle a large volume of work possibly under time constraints Good knowledge of administrative rules and regulations Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service Ability to organize and complete multiple tasks by establishing priorities Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair Demonstrates excellent knowledge of protocol Demonstrates excellent knowledge of security issues MANAGING DATA Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases. Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative. Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy. Interprets data, draws conclusions and/or identifies patterns which support the work of others. United Nations Development Programme برنامـج أالمــم ألمتحـدة أالنمائـي MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software. Ability to produce accurate and well documented records conforming to the required standard. PLANNING, ORGANIZING AND MULTI-TASKING Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships. Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines. Demonstrates ability to quickly shift from one task to another to meet multiple support needs. Establishes, builds and maintains effective working relationships with staff and the clients to facilitate the provision of support. Promoting learning and knowledge management/sharing is the responsibility of each staff member. Required Skills and Experience Education: Secondary education. Valid Driver’s license Experience: Minimum 3 years’ work experience in supporting logistical activities and field operations Minimum 3 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair. Experience in the use of computers and other office equipment. Previous work experience in UN Iraq or other international organizations would be an asset Language Requirements: Fluency in English language and the language of the duty station. ====================================================================== Deadline for submission of applications: 17 April 2015 United Nations Development Programme برنامـج أالمــم ألمتحـدة أالنمائـي Instruction for submission of applications: Please fill out a P-11 form posted on http://www.iq.undp.org/content/iraq/en/home/operations/jobs.html and apply online. Please note that no other type of application form, including CVs, will be considered for such positions, other than the one found at the link specified above. Only candidates who are short-listed will be contacted. We strongly encourage qualified female candidates to apply. UNDP seeks to ensure that male and female employees are given equal career opportunities, and that staff members are able to keep an appropriate balance between work and private life. 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, as a matter of practice, does not charge any application, processing or training fee at any stage of the recruitment process.
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