Job Title: Administrative Assistant
(Transport)
(Transport)
Organisation: United
Nations High Commissioner for Refugees (UNHCR)
Nations High Commissioner for Refugees (UNHCR)
Position No.: 10028921
Vacancy Notice: 050/2018
Duty Station:
Mbarara, Uganda
Mbarara, Uganda
Reports to: Administrative
Officer/Assistant
Officer/Assistant
Grade: G4
About UNHCR:
The Office of the
United Nations High Commissioner for Refugees was established on December 14,
1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute
of the Office of the United Nations High Commissioner for Refugees is to lead and
co-ordinate action for international protection to refugees; seek permanent
solutions for the problems of refugees and safeguard refugee rights and
well-being. UNHCR has an additional mandate concerning issues of statelessness,
as it is given a designated role under Article 11 of the 1961 Convention on the
Reduction of Statelessness.
United Nations High Commissioner for Refugees was established on December 14,
1950 by the United Nations General Assembly. UNHCR’s mandate under the Statute
of the Office of the United Nations High Commissioner for Refugees is to lead and
co-ordinate action for international protection to refugees; seek permanent
solutions for the problems of refugees and safeguard refugee rights and
well-being. UNHCR has an additional mandate concerning issues of statelessness,
as it is given a designated role under Article 11 of the 1961 Convention on the
Reduction of Statelessness.
Job Summary: The
Administrative Assistant (Transport) will provide administrative assistance to
the immediate supervisor and/or Head of the Office to ensure that routine transportation
services and activities within the administrative domain are properly
implemented. Subject to the nature of the task/assignment in hand. S/he will
receive regular guidance from his/her supervisor. As per specific instructions,
the incumbent may require liaising with other internal or external entities, to
ensure effective delivery of services and achievement of objectives. The
incumbent’s workload and the assignments will remain under constant scrutiny
and direction of the supervisor.
Administrative Assistant (Transport) will provide administrative assistance to
the immediate supervisor and/or Head of the Office to ensure that routine transportation
services and activities within the administrative domain are properly
implemented. Subject to the nature of the task/assignment in hand. S/he will
receive regular guidance from his/her supervisor. As per specific instructions,
the incumbent may require liaising with other internal or external entities, to
ensure effective delivery of services and achievement of objectives. The
incumbent’s workload and the assignments will remain under constant scrutiny
and direction of the supervisor.
Key Duties and Responsibilities:
- Keep a record of all vehicles to properly monitor various scheduling
of staff movement based on daily requests and report to the supervisor - Oversee routine and ad hoc maintenance and repair, record all
services, maintenance and repair made per vehicle in the UNHCR fleet wave
database system. - Streamline and monitor fuel purchase system using the Fuel Cards for
all Administration vehicles and drivers, record daily fuel issuance per
vehicle manually and in the UNHCR fleet wave data base system. - The incumbent will ensure facilitating the vehicle movement is done
through a SWAP system where drivers meet at a certain location for staff
travelling between duty stations - Assist the Vehicle Tracking System (VTS) Focal point in Kampala and
monitor daily movement and utilization of all UNHCR and Partners fleets in
South-West Uganda operation through satellite UNHCR Vehicle Tracking
System. - The Administrative Assistant (Transport) will also provide support
in reporting on weekly basis over speeding and night driving report to the
supervisor and/or the VTS Focal Point in Kampala where necessary - Prepare driver duty roster and report on weekly basis the daily use
of Administration vehicles to the Assistant Admin/Finance Officer - Arrange monthly meetings with the drivers to point out key issues on
transportation movement and fleet utilization and report to the
supervisor. - Ensure compliance with the following SOPs appropriately and
constantly monitored for the effective utilization of assets (vehicles, fuel
and drivers time schedule) - Making sure to apply SOP on vehicle movement (SWAP) to/from field
office locations. - Fuel consumption Log Sheet is regularly done and shared with the
Assistant Admin./Finance Officer and the team leaders of field
offices/units. - Duty Roster of Drivers
- Over Speeding and Night Driving Report
- Weekly/Monthly Fuel Consumption Report showing fuel tanked and
consumed. - Daily Vehicle Tracking.
Key Performance Indicators:
- Organize and coordinate transportation movement of staff in all fields
offices in South-West Uganda operations including coordinating with
Kampala. - Enforce compliance of fleet operation with organization and host
country rules and regulations
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations UNHCR Administrative
Assistant (Transport) job placement should have completed secondary school
- At least four years of previous job experience relevant to the
function - Auto-mechanical background
- Knowledge of mechanical repair of vehicles.
- Proficiency in English language.
- Good knowledge of UN Admin and financial rules, procedures and
processes. - Work experience with UNHCR and UN Mission specifically within the
region on fleet management.
How to Apply:
All interested
Ugandan nationals who wish to join the United Nations High Commissioner for
Refugees (UNHCR) in the aforementioned capacity are encouraged to click on the
link below and follow the application instructions after reviewing the job
details.
Ugandan nationals who wish to join the United Nations High Commissioner for
Refugees (UNHCR) in the aforementioned capacity are encouraged to click on the
link below and follow the application instructions after reviewing the job
details.
Deadline: 28th October 2018
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