Administration Assistant (Transport) - (Internal Applicant ONLY)

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the Government and people of Afghanistan through delivery of projects and services in line with the government’s national priorities. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO is implementing a number of projects in a range of sectors including infrastructure (roads, bridges, justice and security, health, and water supply) development, procurement services, HR services, capacity building, and humanitarian protection, amongst others, on behalf of the Government of Afghanistan, the international donor community, and other UN agencies.

The functional objective of UNOPS AFCO is to contribute to the achievement of the development outcomes sought by the Government of Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the reconstruction and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO’s services, at all times, in all places, in all circumstances, in order to significantly improve the lives of all Afghans in need.

Under the supervision of the Head of Support Services and CR Project Management Support Officer, the Dispatcher shall perform the following duties and responsibilities including, but not limited to:

• Dispatch UNOPS vehicle identified by the fleet manager to the projects, keeping the fleet list  updated at all times.

• Ask drivers to adhere to UNOPS regulations and maintain valid driving permits.

• Maintain drivers' duty rosters, daily movement, and attendance records.

• Handle daily booking requests for the movement of personnel through the UN booking Hub and coordinating assignments in line with the policies, SOPs and guidelines.

• Reminds  drivers to  comply with the 'Road and Driving Safety' instructions, UN security SOPs and guidelines.

• Support field office drivers and fleet focal points with maintenance and accurate record-keeping (log books, fuel logs, service records etc).

• Ensure completion and authorization of all travel-related documents (travel authorizations, security clearances, waivers etc.) before road missions.

• Maintain vehicle log books and registers for tracking and auditing purposes.

• Record monthly fueling vouchers in the fleet fuel log sheet for all vehicles.

• Conduct quality checks, vehicle inspections, and prepare work orders for timely services or maintenance.

• Control vehicle trip sheets and monitor fuel consumption against vehicle specifications.

• Coordinate with projects for scheduled missions and plan transport support accordingly.

• Keep a well-organized filing system for transport and dispatch activities.

• Ensuring that all vehicles have up-to-date documentation, inventories and are in a roadworthy condition before dispatching.

• Ensuring all vehicles communications equipment are properly maintained and in working condition and report malfunction equipment to the relevant unit for the necessary action.

• Maintain the store for the spare parts and ensure that necessary spare parts are sufficient at all times and for the cases of emergency.

• Implement safety and security guidelines for personnel and office premises following AFCO and UN standards.

• Communicate security updates and instructions from AFCO to project personnel.

• Timely report incidents and prepare and file incident reports.

• Execute daily driver duties promptly and in collaboration with the team.

Monitoring and Progress Controls:

• Update fleet fuel log, driver duty roster, fleet work order form and keep electronic filing.

Final Product:

• Proper maintenance of the vehicle fleet; ensuring the vehicles are in safe and roadworthy condition at all times

• Security of fleet and premises.

• Report any irregularities to the Supervisor.

• Efficient provision of reliable and secure transport services

• High School certificate required

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.