Administrative Assistant (Fleet Management)

Background
  Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
  UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
  Organizational Context  

The United Nations Department of Safety and Security (UNDSS) is responsible for providing leadership, operational support and oversight of the United Nations Security Management System (UNSMS) globally.  As a global leader in security risk management principles, UNDSS enables the safe and effective delivery of United Nations System programmes and activities in the most complex and challenging environments, while maximizing resources. To this end, the work of the Department is aligned under a clear mission, to enable United Nations system operations through trusted security leadership and solutions.

This is a unique opportunity to join a diverse, dynamic and exciting organization gaining valuable experience where security provides great value. Besides the opportunity to gain new skills and further advance security expertise, this position offers a fulfilling environment that gives you satisfaction by contributing directly or indirectly to peace and security, human rights, and achievement of the Sustainable Development Goals (SDGs). For more information on the Department, and how we make an impact on the world in enabling the achievement of SDGs, visit: https://www.un.org/undss/

The Administrative Assistant will report to Programme Manager (HSST) and the UNDSS Admin and Logistics Unit in Port Sudan. The duty station may be subject to change, as the operational situation in the country evolves. The selected candidate may be required to travel throughout Sudan to further support operations. The entire Sudan has been temporarily designated by the International Civil Service Commission as an \"E\" hardship and a nonfamily duty station.
 

The Admin Assistant will assist the Security Analysts in advising on the Administrative arrangements for UNSMS personnel, operations and assets in their respective assigned regions.
 

Fleet Management
1) Maintains files and documentation related to administrative and transport requests and assigned duties
2) Prepares administrative and transport reports for supervisors.
3) Updates and maintains a detailed database of vehicle usage summaries and statistics.
4) Prepares and disseminates information regarding transport services and facilities available to personnel.
5) Provides transport related briefings to incoming personnel at the check-in.
6) Any other duties as assigned.
7) Assists in the analyses of transportation requests, carries out route planning and reconnaissance, and establishes regular shuttle services and service timetables.
8) Coordinates the provision of ad-hoc transportation requirements 
9) Monitors the mechanical conditions and ensures that daily maintenance is performed on all dispatch vehicles 
10) Liaises and coordinates with the workshops and vehicle technicians for the periodic maintenance and repair of the vehicles.
 

General administrative assistance
1) Prepares driver rosters and ensures the constant availability of stand-by and drivers for emergency assignments.
2) Assists in the selection and recruitment of dispatch drivers.
3) Provide general administrative assistance to the CSA and the UNDSS team.
4) Maintain routine and confidential files and documents
5) Maintain contact details of security authorities and stakeholders
6) Arrange appointments and calls as appropriate, take meeting minutes and notes as required. 

Logistics support
1) Make sure vehicle files are up-to-date
2) Support in the management of car insurance
3) Work closely with UNDP OSS Unit for the clearance and customs of vehicles
4) Maintain and update the roster of vendors / suppliers for vehicle maintenance
5) Prepare the report related to fuel consumption
6) Prepare the report related to vehicle status to facilitate the decision-making.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

•     Minimum 5 years (with secondary education) or 2 years (with Bachelor degree) of progressively experience in administration, finance or logistics is required at the national or international level is required. 
•     Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required.
•     Valid Driver’s license is highly desired.
•     Previous experience in fleet house management is desired.
•     Fluency in Arabic and English is required. 
•     Knowledge of another UN language is desirable