Protocol and Logistics Assistant/Dispatcher

• Implementation of CO Workplan and operational strategies
• Support to travel management processes
• Manages vehicle fleet and transport services and team  
• Support to knowledge building and knowledge sharing

• Full compliance of UN/UNDP rules and regulations, policies and strategies on travel protocol and vehicle fleet management.
• Ensure implementation of cost saving measures through advanced planning and effective organization of daily/weekly schedules of work for the Logistic team and their effective deployment. 
• Ensures accurate and timely billing for services rendered and monitors cost recovery and payments.

• Issue applications for travel permits, visas, identification cards, passports, driving licenses and other documents for staff members and their dependents;
• Arrange and obtain visa for all UN travelers and other official visitors, Resident Permit and Diplomatic Identification Card for international staff.
• Liaise and follow up with the Ministry of Foreign Affairs on visa and residence permit formalities as required.  
• Protocol Services: Make arrangement of airport pick up as required. Meet higher officials at the airport and provide support of customs procedures and expedite check – in if necessary.
• Application and renewal of UNLP for UN staff and renewal/extension of visa/residence permit. 
• Support processing of clearance and shipment activities
• Actively undertake cost recovery and ensure timely settlement of accounts byclients and projects for services provided.

• Support the Transport Assistant where needed to ensure proper maintenance, servicing and repair of all office transport fleet for top performance and safe operating conditions of vehicles, and ensure that all vehicles are in ready and safe mode, including for long, emergency travel.
• Ensure all official transport needs of Management and office staff are met in keeping with SOP
• Monitor daily vehicle logs of Drivers for review and control of petrol consumption and mileage.
• Review servicing and repair invoice for accuracy of charges against services performed before submitting for payment.
• Actively undertake cost recovery and ensure timely settlement of accounts 

• Tracking all UNDP assets within the system and registered, barcode all assets into the UNDP asset tracking database, Monitor all asset movements. Received good or items procure by Procurement Unit. Process Delivery Invoices for prompt Payment for Vendors.
• Asset Management: Focal point role to ensure timely action is taken general asset management issues.  Run Asset Management Dashboard weekly and take corrective actions.  Submit cases to GSSC through the DMS. Prepare the RAD for asset related cases and submit to CAP as appropriate
• Store and Inventory Management: Mirror & Backstop Inventory Clerk in maintaining and updating inventory records for periodic reports and supervise warehouse routines and stock control and report on present stock. Conduct and Carry on RIR (receiving and inspection report) for goods received and deliver for discrepancies purpose. Tag all non-expendable equipment, furniture, vehicles
• Provide administrative support on all administrative issues, participates in the operational support of projects and offices Provides support to facility management of premises (Repairs, Maintenance and Servicing etc.)  

• Participation in the trainings for the programme, operations and projects staff on travel and transport service related topics. 
• Sound contributions to knowledge networks and communities of practice.

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

• Ability to perform a variety of standard tasks related to visa application, transport services, fleet management and protocol formalities. 
• Good knowledge of financial rules and regulations
• Excellent communications and people management skills
• IT skills
• Ability to motivate and lead team members
• Ability to provide input to business processes re-engineering, implementation of new system

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

• Secondary education or a Bachelor's degree; specialized training in travel and protocol services, inventory management and control fleet management and maintenance, or related fields desirable. 

• 4 years (1 year with a Bachelors degree) of relevant administrative experience is required at the national or international level in the areas of administration, procurement or travel service.  Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

• Fluency (both written and spoken) in English and the national language of the duty station 

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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