Job Description:
Duties and Responsibilities
The Transportation Clerk plays a critical role in the effective management of the UNDP Afghanistan Transport Unit, ensuring seamless coordination of transportation services for both national and international staff. This position involves fleet monitoring, driver oversight, backup support, and administrative assistance to UNDP units as well as sister UN Agencies, all while maintaining high standards of accountability and service delivery.
Fleet monitoring support
Collaborate with the Transportation Assistant to effectively coordinate vehicle scheduling and utilization.
Respond promptly to transportation requests for national and international staff, ensuring arrangements are made, even on short notice.
Serve as the primary point of contact for all transportation and dispatch-related inquiries.
Issue and accurately log fuel slips for UNDP Country Office, Escort, and UN Department of Safety and Security (UNDSS).
Compile and maintain monthly record all fuel slips to ensure accountability and transparency in fuel usage.
Maintain an offline record of daily trips in the vehicle tracking sheet for the UNDP Country Office.
Track and record vehicle usage by other agencies utilizing UNDP services for cost recovery purposes.
Drivers Monitoring Support
Inspect drivers' daily work against the vehicle checklist, ensuring and operational to avoid client complaints.
Monitor daily reporting by drivers to ensure compliance with designated driving hours.
Verify that all vehicles are equipped with required items before trips, preventing damage caused by inadequate inspections.
Conduct daily checks of drivers' uniforms, ensuring UN ID cards are visible at all times
Monitor drivers' leave, compensatory time off (CTO), and weekend schedules, coordinating with the Transportation Assistant as needed.
Backup Support
Provide backstop support to the Transportation Assistant during periods of leave of absence.
Serve as a backup driver during peak operational times to ensure continuity of services.
Administrative Support
Prepare and compile drivers’ Travel Authorizations (TAs), F10 Claims, Back to Office Reports (BTORs), and Trip Clearances, submitting these documents to the Transportation Assistant for review and signature.
Provide comprehensive administrative support to drivers, including processing leave requests and troubleshooting issues with the UN booking hub application. Assist drviers in building capacity for data entry into systems such as Quantum, UNall, and other relevant systems.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
4. Institutional Arrangemen
The UNDP CO Transportation Clerk will work under the direct supervision of the Transportation Assistant.
Competencies
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Administration & Operations Vehicle management: Knowledge of policy & procedures on fleet management
Administration & Operations Registry & correspondence management: Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives
Business ManagementCommunication
Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
Ability to manage communications internally and externally, through media, social media and other appropriate channels
Job Requirements:
Education:
Secondary education is required
Experience:
Minimum 3 years (with high school) of progressively responsible work experience in transportation, logistics, or fleet management is required.
At least one year's experience of dispatching is required.
Experience in the usage of computers and software packages (MS Word, Excel, etc.) is required.
Prior experience and knowledge of transportation safety and operation protocols, including vehicle inspection and maintenance processes is required.
Experience in to preparing and processing administrative documents, such as travel authorizations, fuel logs, and incident reports is required.
Armored Vehicle Safe Driving Training is required.
Experience working with international organizations, NGOs, or government entities is an asset.
Prior experience in supervising drviers and managing vehicle fleets is desirable.
Familiarity with vehicle tracking systems, fuel management, and cost recovery processes is preferred.
Proven track record of knowledge of UN systems, processes, and safety protocols is an asset.
Languages:
Fluency in English Dari and/or Pashto is required.
Submission Guideline:
Interested applicants can apply by clicking the link below or by copying and pasting the link into their browsers to access the application for the post.
https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/23149
Submission Email: