Administrative Associate- UNICEF

Summary of key functions/accountabilities

Management of Drivers
Vehicle Fleet Management
Ensures MOSS Compliance on all vehicles
Ensures registration of new office vehicles
Ensures correct Driver documentation for travel
Ensures monthly reporting on vehicle utilization
Management of Drivers
Manages, supervises and coordinates team of drivers and ensures equitable allocation of personnel to the Country Office Travel Plan.
Monitor overtime amounts for all drivers and ensure timely certification and approval as authorized.

2. Vehicle Fleet Management

Co-ordinate transport-related matters for an effective and smooth functioning of the country office. Responsible for the daily transportation plan making necessary adjustments as per last minute changes/requirements.
Coordinate drivers by assigning them appropriate daily routines.
Direct oversight of the vehicle fleet to ensure timely, efficient and cost-effective maintenance and servicing, records maintenance and up-to-date vehicle movements monitoring and recording.
Ensure timely payment to vehicle maintenance service providers after checking and certifying on work completed.
Ensure fueling records for each trip and vehicle are approved as per actual mileage undertaken and recorded in individual vehicle file.

3. Ensures MOSS Compliance on all vehicles

Ensure MOSS compliance on all vehicles and conduct and document quarterly checks on all vehicles.
Carry out spot checks on all departing and returning vehicles for damage or mechanical defects.
Maintains log books for all vehicles and ensures up-to-date recording and requisite officer signature all trips undertaken.

4. Ensures registration of new office vehicles

Timely registration of new office vehicles with relevant local bodies.
Arrange for requisite decals/signage as necessary.
Make recommendations on vehicle disposals as per guidelines.
Support international staff on registering and disposing their cars.

5. Ensures correct driver documentation for travel

Ensures driver documentation for travel is correctly completed and submitted in time for processing, according to the Travel Plan.
Monitor itinerary deviations and seek approvals for extensions from relevant authorizing sections where necessary.

6. Ensures Monthly Reporting on vehicle utilization

Provide monthly reports or as required on vehicle utilization, driver allocations, fuel utilization and travel allocations among others.
Submit timely bi-annual and annual reports as required to regional office and HQ on all office vehicles records.
Maintains files and records related to Transportation.
To qualify as an advocate for every child you will have…

Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

A minimum of 6 years of relevant administrative or clerical work experience is required.

Developing country work experience and/or familiarity with emergency is considered an asset

Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The competencies required for this post are….

Core Values

Diversity and inclusion
Core competencies

Communication (II)
Working with people (II)
Drive for Results (II)
Functional competencies

Analyzing (II)
Learning and Researching (II)
Planning and Organizing (II)
Following Instructions and Procedures (II)

Created: May 13, 2019
Category: Administration, Secretarial, Pa
Location: Harare
Salary: Not Stated
Expiry Date: May 24, 2019

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