This position is for a Driver/Protocol Clerk in the UNODC Office for the Gulf Cooperation Council Region (OGCCR) in Abu Dhabi.

The Driver/Protocol Clerk will work under the direct supervision of the OGCCR Programme Management Officer and the overall guidance of the OGCCR Representative. The Driver/Protocol Clerkwill provide reliable and safe driving services to UNODC OGCCR staff, and will assist in all protocol-related matters, ensuring high quality and accuracy of work.

The Driver/Protocol Clerk will work in close collaboration with the Operations, Programme and Project staff in UNODC OGCCR and other UN agencies staff, to exchange information and ensure consistent service delivery.

Summary of key functions:

• Provides reliable and secure transportation and driving services.
• Ensures proper use and day-to-day maintenance of the assigned office vehicle(s).
• Provides clerical support for the preparation and submission of visa requests, protocol and other official documents.
• Provides additional administrative and logistics support for the office operations.
• Performs other related duties.

1. Provides reliable and secure transportation and driving services, with focus on achieving the following:

• Ensuring that the local traffic rules as well as the UN code of conduct are fully adhered to.
• Ensuring that all safety regulations, security operating procedures, and standard UN procedures are followed and met at all times, for all intra- and inter-city transport services.
• Ensuring that all mandated security-related equipment is present and operational in the office vehicles at all times and that all required documentation is present always.
• Driving safely and efficiently office vehicles and authorized passengers to approved appointments, airport pick-up/drop-off, project visits, and wherever necessary as specified by OGCCR management.
• Driving safely and efficiently office vehicles to collect/deliver office mail, documents, supplies and other items as applicable.
• Meeting and assisting UNODC staff and other personnel, senior officials/VIP and visitors on official mission at the airport, including arranging visa and customs formalities when required.
• Being aware of and ensuring that all immediate actions required by rules and regulations are followed in case of accidents or other incidents involving UNODC office vehicle or its passengers.

      2. Ensures proper use and day-to-day maintenance of the assigned office vehicle(s), with focus on achieving the following:

• Providing clerical assistance for the timely (new or renewal) registration, including comprehensive and third-party insurance, and any other administrative issues related to the office vehicle management.
• Accurately logging all mileage covered (using the office vehicle movement log sheet provided), stating reasons for any journeys made, and ensuring OGCCR management signs off the authorizations of all vehicle movements.
• Carrying out daily inspection of the office vehicles, ensuring they are roadworthy before starting on journey, including tire pressure, engine oil, brake fluid, radiator, coolant, fuel level, battery water level and any other requirements, and reporting to the Operations Team.
• Keeping office vehicles clean on daily basis, externally and internally, including the engine compartment, checking general wear and tear of exterior and interior fittings of the office vehicles, and reporting to the Operations Team.
• Ensuring availability of all the required documents/supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the office vehicles i.e., tyre(s), tool kit, jack, wheel spanner, tow rope, jump leads, a set of necessary fan belts, fire extinguisher and first aid toolbox.
• Monitoring office vehicles for prompt scheduled maintenance, following up on timely minor repairs, arranging for major repairs, timely changes of oil, check of tires, brakes, car washing, etc., ensuring that any issues with the office vehicles are reported immediately.
• Providing inputs to the preparation of the office vehicle maintenance plans and reports.
• Regularly checking the status of fines of the office vehicles.

     3. Provides clerical support for the preparation and submission of visa requests, protocol and other official documents, with focus on achieving the following:

• Assisting the OGCCR Operations Team with protocol, travel and access formalities, as applicable, for UNODC staff and other personnel, senior officials/VIP and visitors on official mission; customs clearances; residence permits and visas; official movements. This may include (though not limited to) photocopying, lamination, filing, scanning, collection and dispatch of documents.
• Assisting new incoming OGCCR staff and other personnel with administrative and relevant procedures.
• Ensuring accuracy of all documents to be submitted for government services, their timely follow up and process, and providing feedback to the OGCCR Management and/or Operations Team and clients as necessary.
• Collecting/delivering post and managing the dispatch of protocol letters.
• Checking documentation approved and/or issued by the Ministry of Foreign Affairs relating to the UN and reporting it to the OGCCR Management and/or Operations Team as appropriate.
• Ensuring safety and security of office documents in his/her care.

    4. Provides additional administrative and logistics support for the office operations, with focus on achieving the following:

• Assisting in general administrative tasks (e.g., arrangements for meetings and other events, reservations, etc.) to include preparing and/or processing administrative requests/documents, as well as conduct of official errand for UNODC staff and other personnel, senior officials/VIP and visitors on official mission.
• Making minor purchases and collecting urgent purchases from local suppliers as requested.
• Dealing effectively and tactfully with officials and visitors.

     5. Perform other related duties, as required by OGCCR Management.

The key results have an impact on the efficiency of UNODC OGCCR in the execution of clerical and administrative services.

Functional Competencies:

Accountability:

• Ability to perform a variety of repetitive and routine tasks and duties.
• Ability to review data, identify and adjust discrepancies.
• Ability to handle a large volume of work possibly under time constraints.
• Good knowledge of administrative rules and regulations.
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service.
• Ability to organize and complete multiple tasks by establishing priorities.
• Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair (for Drivers)
• Demonstrates excellent knowledge of protocol (for Drivers)
• Demonstrates excellent knowledge of security issues (for Drivers)

Planning and Organizing:

• Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships.
• Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines.
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
• Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals and solicits guidance when needed.
• Is willing to learn from others; places team agenda before personal agenda.
• Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Communication:

• Speaks and writes clearly and effectively.
• Listens to others, correctly interprets messages from others and responds appropriately.
• Asks questions to clarify, and exhibits interest in having two-way communication.
• Tailors language, tone, style and format to match the audience
• Demonstrates openness in sharing information and keeping people informed.