Administrative Assistant (Transport), GS5, Lebanon Beirut

I. Organizational Context and Purpose for the job:
Job organizational context:
The Admin Assistant specific JD, at the G5 Level, is used in a UNICEF country office and reports to the Administrative Officer at NOA Level.
Purpose for the job:
Under supervision of the Administration Officer, and in support of a large Country Office, supervises the office drivers, coordinates transportation allocations, management of the office fleet of vehicles, prepares and processes documentation for travel.
II. Key function, accountabilities and related duties/tasks:
Summary of key functions/accountabilities:
1.Manages, supervises and coordinates team of drivers and ensures equitable allocation of personnel to the Country Office Travel Plan. Monitor overtime amounts for all drivers and ensure timely certification and approval as authorized.
2.Direct oversight of the vehicle fleet to ensure timely, efficient and cost-effective maintenance and servicing, records maintenance and up-to-date vehicle movements monitoring and recording.
3.Ensure timely payment to vehicle maintenance service providers after checking and certifying on work completed.
4.Ensure MOSS compliance on all vehicles and conduct and document quarterly checks on all vehicles. Carry out spot checks on all departing and returning vehicles for damage or mechanical defects.
5.Prepare and monitor travel plan, arranging for security clearances and issue travel authorizations in line with UNICEF rules and regulations confirming accuracy of information for signature of budget owner.
6.Maintains log books for all vehicles and ensures up-to-date recording and requisite officer Signature all trips undertaken. Maintains files and records related to Transportation
7.Ensures driver documentation for travel is correctly completed and submitted in time for processing, according to the Travel Plan.
8.Monitor itinerary deviations and seek approvals for extensions from relevant authorizing sections where necessary.
9.Provide monthly reports or a required, on vehicle utilization, driver allocations, fuel utilization and travel allocations.
10.Support administrative arrangements for meetings, workshops, seminars and visitors by coordinating transportation, hotel accommodations, conference room reservations and audio-visual equipment as required.
11.Assist the Administrative Officer in the coordinate with Syria country office on administrative issues related to Travel, Hotel bookings and Vehicles maintenance.
12.Timely and organized delivery, collection, registry, reproduction and transmittal (fax, courier) of correspondence, documents, pouch services.
13.Maintains files and records related to Transportation.
III. Impact of Results:
  • Quality and accuracy of transport related services is improved.
  • Makes decisions on the organization and allocation of vehicles based on requests and security clearance obtained.
  • Makes recommendations for vehicle maintenance and repair.
  • Assesses driver performance and makes recommendations regarding contract renewal.
  • Promotes a collaborative, client-focused, quality and results-oriented approach in delivery of transport services.
  • Failure to process security clearances as required could result in staff not having necessary clearance as required.
  • Assigning vehicles and drivers and allowing movement of staff without clearance could place staff at risk.
  • Failure to maintain fleet in good manner could result in poorly maintained vehicles that could break down.
  • IV. Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles:
    Core Values
  • Commitment
  • Diversity and inclusion
  • Integrity
  • Core competencies
  • Communication (I)
  • Working with People (II)
  • Drive for Results (I)
  • Functional Competencies:
  • Analyzing (I)
  • Learning and Researching (I)
  • Planning and Organizing (I)
  • Following instructions and procedures (I)
  • V. Recruitment Qualifications:
    Completion of secondary education, supplemented by diploma or certificate in the administrative Field.
    Six years of progressively responsible clerical and administrative work.
    Language Requirements:
    Fluency in both written and spoken English and Arabic required.

    UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=501411