Transport Assistant(Supervisor), Addis Ababa, Ethiopia

Job Title

TRANSPORT ASSISTANT (Supervisor), G7

Department/ Office

ECONOMIC COMMISSION FOR AFRICA

Duty Station

ADDIS ABABA

Posting Period

4 August 2011-3 September 2011

Job Opening number

11-ADM-ECONOMIC COMMISSION FOR AFRICA-19072-R-ADDIS ABABA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The post is located in the United Nations Economic Commission for Africa, Division of Administration, in the Protocol and Logistics Unit of the General Services Section with duty station in Addis Ababa, Ethiopia.

Responsibilities

Within delegated authority and under the direct supervision of the Chief, Protocol and Logistics Unit, the incumbent of the post is responsible for performing the following duties:

A. Management and Supervision of the Transport Sub-Unit Planning and assigning long and short-term work programs, tasks and duties to ECA drivers;

Assignment, distribution and ensuring the proper use of ECA official vehicles in accordance with UN rules and regulations;

Preparing biennial budget estimates of the sub-unit.

Supervision of the work performance of the drivers;

Ensuring insurance coverage for ECA vehicles;

Responsibilities for the proper maintenance of vehicles by ensuring the following: regular servicing, compliance with Ethiopian roadworthiness directives and other transport related rules and regulations; maintenance of logbooks and records on all fleet vehicles;

Managing within the prescribed guidelines, the periodic acquisition, obsolescence, write-off and auctioning of ECA vehicles;

Initiating procurement requests and performing technical evaluation for acquisition of vehicles and maintenance services;

Managing and controlling the post paid fuel Abyssinia Cards (credit card for fuel consumption for ECA official vehicles);

Supervising and preparing fuel consumption reports of official vehicles by liter and kilometers;

Supervising and checking the proper filling of log books for vehicles;

Verifying, certifying and submitting to Finance Section payment of fuel bills;

Verifying, certifying and submitting to Finance Section payments for insurance, maintenance and repair of vehicles, vehicle rentals and payment of temporary drivers hired for peak seasons;

Liaising with transport companies, insurance firms and other service providers to keep abreast of new developments in the industry as well as to ensure continued suitability of such organizations for use by the ECA;

Ensuring the timely dissemination of all safety directives.

B. Organization of transport logistics for ECA conferences and other official functions:

Conducting a transport needs assessment for all conferences and official functions and advising the Unit Chief on the transport requirements of each;

Planning, coordinating and executing transport-related components/logistics of all ECA conferences and official functions (providing round-the-clock transport for VIPs, ministers of foreign government and other high-ranking dignitaries, in a manner commensurate with their rank, providing airport-meet-and-greet services involving transport of conference delegates, organizing, coordinating and operating a shuttle service for transporting conference delegates to and from their hotels to the ECA; Managing transport resources in an efficient manner.

Preparing of overtime budgets for conferences where applicable for the remuneration of drivers required to work overtime during ECA conferences and other functions;

Advising on, and implementation of appropriate solutions to short-term transport needs that cannot be met with in-house resources, e.g. hire of temporary buses, drivers or representational (VIP) vehicles;

Liaising with Ethiopian resources, e.g. hire temporary buses, drivers or representational (VIP) vehicles;

Liaising with Ethiopian government protocol and security officials to request representational vehicles and security arrangements for visiting dignitaries when required

C. Advising and assisting ECA staff and Management:

Arranging transport-related services on behalf ECA staff members which usually involves having these services (e.g. insurance) delivered or provided by the staff responsible authorities at the ECA premises. Services facilitated include the following: acquisition of driver's licenses; vehicles insurance; roadworthiness certificates; duty free purchase of vehicles; UN license plates;

Briefing and updating drivers on transport related rules and regulations and Host Country Agreement when necessary;

Briefing staff from the Commission's Sub-Regional Offices on UN transport rules and regulations.

Competencies

Professionalism: Extensive knowledge of logistics and fleet management and control guidelines, directives and procedures. Ability to develop, maintain and operate logistical and fleet management control systems. Ability to deliver outputs for which one has responsibility within prescribed time, cost and quality standards in compliance with organizational regulations and rules.

Team work: Excellent interpersonal skills; ability to establish and maintain effective working relations in a multicultural, multiethnic environment with sensitivity and respect for diversity and gender.

Planning and Organizing: Demonstrated skill and ability in adhering to tight deadlines and in handling multiple concurrent projects/activities; ability to independently plan and manage own work in an efficient and timely manner.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Addis Ababa. Diploma/Degree in the areas of Business Administration/Accounting or Management or related field is highly desirable. Training in logistics and fleet management would be an asset.

Work Experience

A minimum of seven (7) years of progressively responsible experience in the area of transport or logistics services, finance, accounting or related area.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment Method

The assessment method for this Job Opening is technical written test and competency based

interview.

Special Notice

Appointment against this post is on a local basis. If an external candidate is selected, his/her

appointment will be subject to passing the Addis Ababa Administrative Assessment Support

Test (ASAT) which is a prerequisite for recruitment consideration in the General Service

category in the Economic Commission for Africa. Candidates, who are successful in the prescreening process, will be contacted by the recruiter and scheduled to sit for the ASAT at a

later date. The candidate is responsible for any travel expenses incurred in order to take the

examination at the duty station.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.