Administrative Assistant: Travel & Transport





Full Time

Job Summary

Skills and Qualifications

UN VOLUNTEER DESCRIPTION OF ASSIGNMENT   ZMBR000136--Administrative Assistant: Travel and Transport   The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.   General Information   Country of Assignment                    Zambia   Host Institute                                           United Nations Children's Fund   Volunteer Category                             National Specialist   Number of Volunteer                          1   Duration                                                     12 months   Expected Starting Date                        Immediate   Duty Station                                             Lusaka [ZMB]   Assignment Place                                Family Duty Station   Assignment Place Remark   None.   Living Conditions  Lusaka became the capital city of Zambia in May 1935. Lusaka’s central position in Zambia and it is extremely pleasant climate were two of the main reasons for its selection as the capital. It is a metropolis, which provides a home to about two and half million (2.5M) inhabitants of many different nationalities. It has grown to become the seat of the Government of the Republic of Zambia and as such all diplomatic missions, international organizations, industrial and commercial entities have set base. Its political, social, economic and cultural significance has also increased through the years. Lusaka has all amenities in place that would make visitors stay comfortable. For more info, visit: http://www.zambiatourism.com.

  The UN Volunteer will be responsible for arranging his/her own housing and other living essentials.   National UN Volunteers are part of the medical insurance plan.   Assignment Details   Assignment Title                                   Administrative Assistant: Travel and Transport   Organizational Context & Project Description   The Zambia Country Office Administration Unit is under the Operations Section and is headed by an Administrative Officer with the support of an Administrative Associate and two Administrative Assistants.   The Unit provides administrative support to over 100 staff members and the current staffing is not sufficient to meet the daily demands from staff members. As such, the unit has continued to make use of the internship programme and with the contracts of the two current interns coming to an end in June and July 2019 respectively, the unit with support from the office is looking at engaging a United Nations Volunteer.   Sustainable Development Goals 17. Partnerships For the Goals Task description   Within the delegated authority and under the supervision of the Administration Officer or his/her designated mandated representative(s), the UNV Administrative Assistant will:   Raise all operations works orders e.g. vehicle maintenance, car hire, maintenance etc; Manage Driver scheduling / coordination for all local travel both within and outside Lusaka for transport requests; Manage an efficient Mail delivery registry for all in-coming and outgoing mail ;   Efficiently process all Drivers Travel claims within 5 working days to avoid Drivers having open travel authorizations over 15 days; Ensure that all UNICEF vehicles are maintained on a regular basis and not exceeding 5000km between each service; Conduct monthly vehicle inspection to ensure all the UNICEF vehicles are stocked with the relevant equipment and are kept in clean condition; Efficiently process all operations related payments against Purchase Orders and scanning documents in VISION; Assist in compiling Administrative data on a timely basis for monthly reports; Any other related tasks as may be required or assigned by the supervisor.   Furthermore, UN Volunteers are required to:- Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day)- Be acquainted with and build on
  traditional and/or local forms of volunteerism in the host country- Provide annual and end of assignment reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application-Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.- Assist with the UNV Buddy Programme for newly-arrived UN Volunteers-Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.   Results/Expected Outputs   As an active UNICEF team member contribute to efficient, timely, responsive, client-friendly and high-quality support rendered to UNICEF and its beneficiaries in the accomplishment of her/his functions, including:   Maintain a daily record of invoices received;   Weekly compilation of Administrative data (fleet management, stationery);   Efficient fleet management with well-maintained vehicles;   Staff travel requests are addressed in a timely manner;   All operations invoices are paid within 30 days of receipt.   •  The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development dur-ing the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed   Qualifications/Requirements   Required Degree Level                     Bachelor degree or equivalent   Education - Additional Comments   Bachelor’s degree in Business Administration, Records Management, Office/Fleet Management or related field   Required experience                         24 months   Experience Remark   At least 2-3 years of professional work experience at the national and/or international level in Operations or Administration or other relevant programmes; experience with Asset and Fleet Management is an asset, as is experience working in the UN or other international development organizations.   Language
   English (Mandatory) , Level - Fluent   Area of Expertise    Development programme/project administration Mandatory   Area of Expertise Requirement   Need Driving Licence                        No   Competencies & Values    Accountability    Client Orientation    Commitment and Motivation    Commitment to Continuous Learning    Communication    Ethics and Values    Integrity    Planning and Organizing    Professionalism    Respect for Diversity   Working in Teams  Conditions of Service and other information Conditions of Service:  The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment.   Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event the duty station is not within commuting distance from the place of recruitment. The applicable Volunteer Living Allowance is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included (health insurance for up to 3 dependents), as well as final repatriation (if applicable) and resettlement allowance for satisfactory service.   Furthermore, in non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, a Well-Being Differential (WBD) on a monthly basis will be provided.
  For UN Volunteer entitlements, kindly refer to the link https://vmam.unv.org/calculator/entitlements     Supervision, induction and duty of care of UN Volunteers   UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:   -  Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment;   -  Support with arrival administration and official processes;   -  Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal;   -  Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address;   -  Access to shared host entity corporate knowledge, training and learning;   -  Any necessary security measures, ensuring that UN Volunteers are covered by the United Nations Security Management System (UNSMS) in line with the UNDSS Security Policy Manual;   -  Leave management;   -  DSA for official travel, when applicable;   -  All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme.   Application Code                                 ZMBR000136-5453   Application procedure   * Not yet registered in the UNV Talent Pool?   Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections


of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink.

Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at

https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to


Application deadline: 06 October 2019


United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, nationality and culture.

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