Transport Assistant : ECONOMIC COMMISSION FOR AFRICA

Closing date: Friday, 1 April 2016

Posting Title: TRANSPORT ASSISTANT

Job Code Title: ADMINISTRATIVE ASSISTANT

Department/Office: ECONOMIC COMMISSION FOR AFRICA

Duty Station: ADDIS ABABA

Posting Period: 03 March 2016 - 01 April 2016

Job Opening Number: 57086

Staffing Exercise

N/A

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

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Special Notice

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. External candidates will be considered only when no suitable internal candidates are identified from the duty station, and subject to a passing grade on the relevant entry-level examination. If selected, external candidates will be responsible for any expenses incurred in order to take the Global General Service Test (GGST) examination, and, in the event of an employment offer, any cost relating to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to get any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on local basis and they would not be entitled to international benefits. Candidates who are short-listed to be considered for this position will be contacted by the recruiter to be scheduled to sit for the GGST at a later date at the duty station.

Organizational Setting and Reporting

This post is located in the Division of Administration, Human Resources Services Section of the Economic Commission for Africa (ECA).

Responsibilities

Within delegated authority and overall guidance of the Supervisor of the Transport sub-unit and the direct supervision of the Chief of the Travel, Transport and Visa Services Unit, the incumbent is responsible for the following duties:GeneralPerforms a wide range of administrative and clerical transport-related duties, maintains record of ECA fleets, and assists with the coordination of all transport related logistics for the Secretariat as well as for conferences and other functions. During the supervisors' absence, performs all the management and supervisory functionsSupport Activities:

• Assists in preparation of the supporting documents, and note-verbals to process UN number plates, driver's licenses, vehicles, insurance and road worthiness certificates;
• Follows up on all requests, vehicle -related permits, and documents of various Ethiopian Transport Authorities that are already under process with the staff assigned for the task;
• Assists the supervision of the work performance of the drivers;
• Assists in the preparation and compilation of reports;
• Assists in execution of technical evaluation of vehicles and other contracts related to such permits;
• Provides backstopping for ECA conferences by the operation of shuttle and courier services during large conferences;
• Ensures daily checks done by the drivers on the mechanical soundness and overall cleanliness of assigned vehicles prior to operation, by verifying and undertaking checks of the following; petrol, oil and water level, electrical system, brakes tires pressure and condition;
• Arranges and oversees road worthiness tests for official vehicles;
• Collects information and advises the supervisor to impending changes to transport rules and regulations by virtue of contacts' maintained with the Ethiopian transport authorities;
• Processes the payment of contractors' invoices and monitor payments;
• Assists in the absence of the supervisor via arranging transport-related services on behalf of ECA staff members which usually involves, acquisition of driver's licenses, vehicles insurance, road worthiness certificates; duty free purchase of vehicles, UN license platesAdministrative Duties:
• Initiates, reviews and follows-up on actions related to the ECA fleet; managements and the unit's human resources activities;
• Maintains and handles the database of ECA vehicles and logbooks and records on assigned vehicles;
• Drafts various correspondence and response to queries;
• Maintains office records and established reference files on various subjects for the unit;
• Assists drivers in the preparation of the overtime, accident claim, and other reports, process requests for office supplies;
• Manages time and attendance records of staff members in the Unit;
• Processes requests for office supplies.Budget and Finance
• Assists in the preparation and review of Financial and human resources proposals/requirements in the biennial budget proposal submissions;
• Monitors expenditures and compares with approved budget, prepares adjustments as necessary;
• Prepares and summarizes BI expenditures reports from the existing ERP system, reviews classes or directs or action outstanding un liquidated pre-encumbrances and obligations;
• Handles the unit's petty cash fund.