Job: Administrative Assistant (Transport Management)

Location: Yangon 
Deadline: Tuesday, 01 October 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information - Myanmar

Myanmar UNOPS Myanmar develops, supports and oversees a portfolio of programmes and projects in Myanmar which focus on post-disaster recovery, health programmes and food security. UNOPS Myanmar ensures that synergies between programmes and projects are effectively developed. UNOPS is also expanding its infrastructure and procurement services in Myanmar.

The UNOPS Myanmar portfolio currently includes fund management of the multi-donor Three Millennium Development Goals Fund (3MDG) and the Livelihoods and Food Security Trust Fund (LIFT). In addition, UNOPS is the Principal Recipient of the Global Fundto Fight AIDS, Tuberculosis and Malaria grants to Myanmar (PR-GFATM).

UNOPS Myanmar plays a critical role in ensuring quality services to UNOPS' partners that meet stringent requirements of speed, efficiency and cost effectiveness. It is also responsible for liaison with Government counterparts, Donors and UN Agencies.

Functional Responsibilities

Under the guidance and direct supervision of the Administrative Analyst, the Administrative Assistant (Transportation management) manages and ensures the provision of efficient and timely logistic and transportation support services. The Administration Assistant (Transportation management) shall be responsible for performing the following duties:

• Establishment of vehicle management system in accordance with UNOPS vehicle management policy and procedures.
• Ensuring that all operations are carried out in accordance with UNOPS laws and regulations, particularly relating to health and safety.
• Ensuring effective transportation support.
• Management and coordination of transports related tasks including driver schedules, vehicle assignment, leaves, overtime and weekend duty rosters.
• Maintenance of daily vehicle inspection (check list) and report any problem using the vehicle defect form.
• Supervision of drivers to make sure their vehicles log book is properly completed and accurate procedures are followed.
• Ensuring accurate daily vehicle log to review and control petrol consumption and mileage.
• Reviewing and clarifying invoices and procurement documents related to the transport and maintenance.
• Preparation of monthly maintenance plan and ensuring proper maintenance, servicing and repair of all office vehicles for top performance and safe operating conditions.
• Maintenance of maintenance agreements and monitor the maintenance cost.
• Preparation of procurement plan of vehicle spare parts and handle the inventory control of vehicle spare parts.
• Handling the vehicle cost recovery process.
• Managament of field fleet security arrangements and coordinate any evacuations.
• Effective management, supervision and development of transport staff and monitor driver's performance.
• Handling the insurance coverage and prepare necessary documentation for reimbursement claim.
• Meeting with colleagues to deal with complaints and areas of concern, analysing results of surveys on satisfaction and to improve performance.
• Performing other duties as assigned.

Competencies

Professionalism – Ability to conduct independent research and analysis, identify issues, and recommend solutions; proven analytical skills. Familiarity with UN and UNOPS rules, regulations and policies. Ability to work systematically, accurately and under pressure. Ability to take initiatives when required with maturity of judgment.

Planning and organizing - Ability to establish priorities and to plan, coordinate and monitor own work plan and those under his/her supervision.

Result-oriented - Ability to focus on the result for the clients and respond positively to feedback

Client orientation - Ability to identify clients' needs and appropriate solutions; ability to establish and maintain productive partnerships with clients.

Communication - Proven ability to write in a clear and concise manner and to communicate effectively orally. Excellent command of English and Myanmar language. Teamwork - Strong interpersonal skills and; ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment and different stake holders with sensitivity and respect for diversity.

Analyzing Skills – Ability to make rational judgments for the available information and analysis and probe for further information or greater understanding of a problem and present with alternative options

Self- reliant: Ability to act independently with a minimum of supervision. Specific assignments may be reviewed while in progress; however the majority is reviewed on completion. Routine duties are performed independently.

Technological awareness - Excellent computer skills and ability to use software tools to present data clearly and concisely; Good working knowledge of MS Office applications including proficiency in Excel, Spreadsheets & Database Software

Education/Experience/Language requirements

• High school diploma or equivalent. Technical or vocational certificate in mechanical engineering, transportation is required. A valid driver's license is a requirement.
• At least 5 years of work experiences in the required field in which 3 years with progressively responsible experience in motor vehicle transport operations management or related area.
• Experience in the usage of computers and office software packages.
• Fluency in written and spoken English and Myanmar Language is required.

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

Contract type, level and duration Contract type: Local Individual Contractor Agreement Contract level: LICA-3 Contract duration: 1 year (with possibility of extension subject to fund availability and satisfactory performance)

'THIS IS A LOCAL POSITION. ONLY MYANMAR NATIONALS ARE ELIGIBLE TO APPLY. ALL OTHER APPLICANTS WILL BE REJECTED.'

For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

More Info and Application