Job Title: Transport Assistant, GS 5.
Vacancy number: VN-NGR-25-2012
Contract Type: Fixed Term
Duration: Two years
Location: Lagos
Duties
1. Manages overall travels/logistics activities in the Field Office by
liaising with Abuja Country office and other field office locations to
coordinate international and local travels through Lagos. Assists in
preparing unit’s work-plan, monthly travel plan and budgets. Prepares
schedules for allocation of drivers for inters and intra office use of
vehicles and review all travel authorisations for action and follow up.
Prepares travel claims Undertakes travel arrangements, (i.e.,
reservations, tickets, visas, vaccinations, hotels, note verbals, car
hire service) and ensures administrative support as required.
2. Coordinates travel &logistics requests from otherUN Agencies
and other emergency situations/protocol regarding travel assistance
through Lagos. Maintains effective billing system cost recovery for
services provided by B-Field Office to other UN Agencies under the
common services agreement viz: airport pick up mileage, overtime for
drivers and protocol staff, hotel reservation, passport/visa support
services, MOPOL escort services, provision of MOSS compliant vehicles.
Prepare quarterly recovery statements on amounts due from other agencies
for Admin Asst’s review and follows up on receipt of payment.
3. Manages hotel reservation to meet office and partners’ needs.
Analyze bills received from hotel for processing and maintains an
accurate hotel data-base, carry out hotel inspection, review and
negotiate rates.
4. Supervises Drivers,
ensuring quality control, timeliness and efficiency. Responsible for
evaluation and recording their performance (PERs) and prepares their key
assignments. Prepares drivers duty roaster and monitors and certifies
overtime schedule. Recommends award of non-award of safe driving bonus.
5. Assist in the collection of up to date information and maintains
contacts with airlines, embassies and travel agents for issuance of
tickets and visas. Drafts messages to other UN offices authorizing
issuance of tickets. Advises staff on general administrative matters
relating to visas, vaccination requirements of countries to be visited
and ensures that application forms are completed correctly with
accompanying material. Briefs staff/visitors/consultants on all up to
date policies, MOSS compliance and procedures regarding official travel
and local immigration policies.
6. Assists
in preparing correspondences, special reports, e.g.billing schedule of
protocol offered to staff members, local ticketing schedule, perform
monthly TA closure, vehicle maintenance schedule. Evaluations and
justifications, as required, on general administrative or specialized
tasks.
Minimum qualification & competencies:
- Completion of secondary education.
- Five years of progressively responsible work experience in general office administration, especially in the areas of transportation management, travels and protocol arrangements. Experience in an international organization an asset.
- Fluency in English language is essential. Knowledge of one other UN working language an asset. Knowledge of the local working language of the duty station is an asset.
- Computer literacy with database management, knowledge of spreadsheet and word processing required.
- Good oral and written communication skills
- Excellent time management and organising skills.
- Good knowledge of administrative rules & regulations.
- Ability to work effectively and harmoniously in an international and multicultural environment is desirable.
- Good interpersonal skills
- Initiative, passion and commitment to UNICEF’s mission and professional values.
To Apply
If you are interested in the position and meet the requirements,
please send cover letter (one-page summary statement that describes how
your experience and qualification relate to the job description) and a
scanned/PDF copy of the completed and signed UN Personal History Form (which can be downloaded here) to nrecruit@unicef.org by close of business on Tuesday, 29 May 2012.
Please put the position title you are applying for on the subject line of your email.
UNICEF, a smoke-free environment, is committed to gender equality in
its mandate and its staff. Well qualified candidates, particularly women
are strongly encouraged to apply.
