Administration Assistant (Transport) G5 Dhaka

WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

The United Nations World Food Programme is the world's largest humanitarian agency fighting hunger worldwide.  The mission of WFP is to help the world achieve Zero Hunger in our lifetimes.  Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

These jobs are found in Country Offices (COs), Regional Bureaus (RBs), and Headquarters (HQ). The Job holders report to a Head of Unit, Chief, Administration Officer, or the designate.

At this level job holders are expected to take responsibility for completion of a range of processes and activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to other support staff.

To support effective delivery and maintenance of client-focused, value-for-money oriented quality administrative practices. 

Under the direct supervision of the Administration Officer and overall supervision of the Head of Resource Management Section, the Administrative Assistant will be responsible for the following duties:

1. The role holder will assist with the daily vehicle bookings ensuring emails and telephones are answered promptly and efficiently. He/she will also the disseminate the vehicle assignment information among the staffs and drivers timely.
2. Supervise workloads, schedule, tasks and other related functions.
3. Maintain and manage all databases relating to transportation activities e.g. FMS, booking hub.
4. Ensure compliance of safety standards in transportation functions.
5. Ensure maintenance of vehicles in good running condition.
6. Handle loading and unloading operations.
7. The role holder will use own initiative when allocating the most cost-effective vehicle for the journey in line with the Transport policy. Initiate cost efficiency measures in transportation operations.

 8. Build internal and external customer relationships.
 9. Manage, supervise and monitor fleet operations.
 10. Examine and process a variety of documents i.e., fuel slips, bridge toll slips, logbook, dispatch records, invoices, etc.

11. Prepare reports such as cost and performance, vehicle mileage, fuel consumption, and quarterly annual review report.

12. Maintain and update the comprehensive database of vehicles and drivers. Type a variety of narratives, correspondence, reports, letters, memos, technical papers, excel spreadsheets, charts, statistical tables, and other documents.

13. Maintain and keep record of over-time and Daily Substance Allowances of drivers.
 14. Prepare the Vat reimbursement documents of fuel and ensure timely submission to respective government offices. 
 15. He/She will ensure timely shuttle services to the staff member.
 16. The role holder will be expected to take initial decisions regarding issues with fleet vehicles and solve minor problems e.g. replacing bulbs, wiper blades, car wash, filter replace and tyres, referring on to the supervisor when appropriate. The role holder will be required to contact the relevant service when vehicles breakdown.

17. The role holder will provide information and guidance on transport processes/procedures to any new member within the Transport Department. Implement environmental laws, procedures and processes.
 18. Undertake field missions or maintain contacts with WFP’s field offices to provide administrative assistance and guidance; 
 19. Perform other related duties as required.

Purpose

• Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
•  Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
•  Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
•  Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.

People

• Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
•  Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
•  Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
•  Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.

Performance

• Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
•  Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
•  Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
•  Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.

Partnership

• Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
•  Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
•  Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
•  Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.

• Has demonstrated an ability to perform all routine administrative activities in line with WFPs operating standards through day to day work
• Has supported in providing ad-hoc guidance to new staff members

Education:           University degree in Business/Public Administration/ Development Studies, or other relevant fields relating to office management and administration.

Experience:        At least 5 years of progressively responsible work experience, including three years in administrative services, and experience in managing medium to large scale vehicles fleet in GoB/UN agency or any development, business or private organization. 

Languages:         Fluency in both oral and written communication in English and Bangla.

Contract Type: Fixed-term, GS-5

Contract Duration: 1 year, renewable

Duty Station: Dhaka, Bangladesh

Nationality: Bangladeshi only

Monthly Net Salary: As per UN Salary scale

Only candidates meeting the above requirements are requested to submit an online application by 24 August 2020.

Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.