Job Openings at UNDP

The Logistic Assistant works in close collaboration with the Operations, Programme and Projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. 

The Logistics Assistant is needed to ensure efficient delivery of services to UNDP CO and other high-ranking UN Officials and visitors ensuring highest standards of discretion and integrity, high sense of responsibility, excellent knowledge of protocol and security issues.

 

Duties and Responsibilities

• Assist in implementation of operational strategies.
• Provides efficient logistic support.
• Assist in efficient liaison support to CO.
• Assist in efficient document management service.
• Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with LIN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOP).
• Preparation of administrative team results-oriented work plans.

Ensures efficient Logistics support , focusing on achievement of the following results:

• Coordination of transportation services, regular vehicle maintenance and insurance.
• Checking and certifying of vehicle daily log and gas consumption* update and maintenance of vehicle history report.
• Prompt reporting and investigation of cases of vehicle accidents, loss or theft of items.
• Provides logistical support to incoming missions, medical evacuations, and to conferences/workshops and seminars;
• Interacts with the Ministry of Foreign Affairs, Main Department -for Immigration Service & Nationality Affairs, Airports Authority and other national authorities to obtain various clearances and authorizations.
• Works in close coordination with all Units within Operations, Programme, Projects and other UN agencies to ensure smooth flow of events.

Assists in the efficient liaison support to the CO focusing on achievement of the following results:

• Assists in overseeing all protocol issues with the Ministry of Foreign Affairs (MoFA); 
• Liaises and follows up with diplomatic and consular services on issuance of visa; 
• Arranges for the processing of residence permits and certifying of Driving Licenses for International Staff and their dependents.
• Assists in the prompt clearance of UNDP consignments and shipments of personal effects of UN personnel;
• Liaises and follows up with the Ministry of Foreign Affairs and Main Department for Immigration & Nationality Affairs on all new policy circulars or revisions on privileges and immunities;
• Liaises with Airport Authority to secure appropriate protocol services;
• Follows up on the registration of motor vehicles of UNDP as well as privately owned motor vehicles of UN International Staff.

Assist in efficient document management service focusing on the achievement of the following results:

• Drafts correspondence on protocol matters and guides CO and other resident and non-resident agencies on appropriate protocol and correspondence guidelines when communicating with government and other external partners;
• Conducts briefing for staff on their diplomatic privileges and immunities in Nigeria;
• Guides staff on completing relevant host country applications, governing privileges and immunities;
• Tracks the expiry dates of documents and visas;
• Actively undertakes cost recovery and ensures timely settlement of accounts by clients and projects for services provided.

Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Assists in the training of staff on administrative procedures of UNDP
• Briefing/Debriefing of staff members on issues relating to area of work.
• Sound contributions to knowledge networks and communities of practice.

Required Skills and Experience

Education:

• Secondary Education. Valid Driver’s license.

Experience:

• 5 years of relevant experience in Logistics Administration.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 
• Experience in handling of web-based management systems,

Language Requirements:

• Fluency in English, knowledge of Local language of the duty station

go to method of application »

Under the guidance and supervision of UNDSS Deputy Security Adviser, and overall supervision of CSA and UNDSS Country Representative, the Fleet Assistant/ QRF Driver is expected to provide effective and efficient management of UNDSS Fleet of Vehicles across the field office locations in Nigeria and to support in providing reliable and safe driving services where necessary to UNDSS staff, officials and visitors. 

The Fleet Assistant/QRF Driver would ensure highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues as well as registry and clerical services, demonstrating computer skills, a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.

 

Duties and Responsibilities

 

Ensures proper day-to-day maintenance of all UNDSS vehicles in Abuja Country Office and other Field office locations through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tyres, brakes, car washing among other tasks through effective Management support working arrangements with other Drivers. 

Ensures cost-savings through proper use of vehicle and accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports. 

Coordination of other Drivers’ activities viz: Drivers’ Roster and Overtime management among others.

Ensures availability of all the required supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts of UNDSS vehicles. Support in the management of office supplies and inventory

Ensures maintenance of registry system focusing on achievement of the following results:

• Maintenance of the office filing system in accordance with the UNDSS Records Management System. 
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible, safe keeping of documents.
• Clerical Supports Services to the office.
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.

Ensures provision of reliable and safe and defensive driving services by:

• Driving office vehicles for the transport of UNDSS Officials, other UN Colleagues, Police or Army element for QRF Services and visitors and delivery and collection of mail, documents and other items, and 
• Meeting official personnel and visitors at the airport including visa and customs formalities arrangement when required.
• Provide support for routine security patrol, escort and emergency reaction response as well as may be required.
• Provides necessary services like dispatch and collection of mail as may be directed.
• Ensures availability of all required documents and components/gadgets of the assigned vehicle without loss of any. 
• Maintains the standard procedure and practice in fueling and servicing of UNDSS vehicles.

Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Ensures effective visa, protocol and customs related liaison for the country office, UNDSS staff and consultants’ missions. 

Ensures security clearances and logistical support for the operations of the country office, i.e. UNDSS and consultants’ missions. 

Ensures provision of effective mail management focusing on achievement of the following results:

• Receipt, registration, coding and forwarding of incoming letters and other correspondence to proper departments/units/officers. 
• Perform other tasks assigned as could be deemed necessary for effective office functionalities.

Impact of Results 

The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.

 

Competencies

Organizational Competencies 

• Commitment to the ideals of the United Nations Charter and the Organization’s core values – Professionalism, Integrity and Respect for Diversity

Planning and Organizing: 

• Demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan with minimum supervision. Ability to work under pressure or in crisis situations. Availability to travel within the area of responsibility.

 Creativity:

• Ability to actively seek to improve services, offer new and different options to solve problems/meet client needs, and promote and persuade others to consider new ideas.

 Teamwork: 

• Proven interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

 Communication:

• Proven and sustained communication (verbal and written) skills.

Required Skills and Experience

Education:

• Secondary School Certificate Examination (SSCE) or equivalent.
• Diploma, Higher Diploma or Degree Certificate will be an added advantage. 
• Valid Driver’s license. 
• Certification in Auto mechanics or related field could be an added advantage.

Experience and Skills:

• 5 years of relevant work experience is strongly required.
• Driver and Office Clerk experience with International Organisations, United Nations Agencies, Embassies or Government Offices desirable. 
• Experience in Diplomatic Security, Security Forces and Intelligence is an added advantage.
• Safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
• Demonstrated experience in the use of Microsoft office: using MS Word, Excel, PowerPoint and other MS Packages such as SharePoint; knowledge of integrated management information systems an asset.
• Knowledge of administrative policies and procedures.
• Ability to deal patiently and tactfully with visitors. 
• Sense of initiative and good judgment. 
• Ability to work effectively with people of different national and cultural backgrounds.
• Ability to work in a team environment to achieve common goals.

Other Qualities:

• Knowledge of HF and VHF radio operation
• Knowledge of host country safety codes.
• Ability to travel.
• Physically fit.