Office/Unit/Project Description:
The United Nations Development Programme (UNDP) re-opened its office in Doha, the State of Qatar since August 2021. This was initiated pursuant to the agreement between the Government of the State of Qatar and UNDP concerning the establishment of a UNDP office in Doha in Qatar signed on 15 March, 2021.ย
As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty while protecting the planet. UNDP partners with countries to develop policies, leadership skills, institutional capabilities, and to build resilience for achievement of Sustainable Development Goals (SDGs). It advocates for transformative change, and we connect countries to the resources they need to help people build a better life.
UNDP in Qatar serves as an interlocutor between the State of Qatar represented by the Ministry of Foreign Affairs, Qatar Fund for Development as global development partners, and key national strategic partners in Qatar. It offers seamless access to substantive technical policy advisory services and connectivity to Qatar with UNDPโs Global Policy Network architecture.ย
Currently, major objectives of UNDPโs office in Qatar include (1) Enhancing the impact of Qatar funded development programme and strengthen the strategic and multifaceted partnerships between Qatar and UNDP on the future of development, facilitate co-creation of new frontiers of innovative and transformative development solutions, (2) Offering strategic demand driven technical services, building long term capacity, organize policy dialogues and advocacy events in multilateral platforms while (3) forging multistakeholder partnerships with key entities including Qatar Fund for Development.
Scope of Work:
Under the direct supervision of the Administrative Analyst and overall guidance of the Head of Office, the Senior Driver and Protocol Assistant provides reliable and safe driving services to the UNDP Qatar Office, including supporting the Head of Office and visiting delegations. The incumbent is also responsible for protocol and administrative support services (Mandoob services), including visa processing, customs clearance, and liaising with government offices to fulfill operational requirements ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Senior Driver and Protocol Assistant also demonstrates a client-oriented approach, courtesy, tact and ability to work with people of different national and cultural backgrounds.
Upon request of the supervisor, the Driver may also be required to provide driving services to the operations and programme staff in the CO, consultants and experts and UN staff on mission.
a) Provide reliable and safe driving services using office vehicle predominantly to the Head of office and other UN officials and visitors and ensuring protocol services as required.
Transport Resident Representative or other UN visitors or officials applying appropriate protocolsย Deliver and collect mail and documents, and perform other messenger responsibilities.ย Meet official personnel and visitors at the airport and assist with visa and customs formality arrangement when required. Providing interpretation services when required. Handling daily protocol and administrative support tasks (Mandoob services). Drafting routine correspondence in Arabic and English and maintaining office files. Assisting in processing visas, ID cards, licenses, medical cards, and other personnel documents. Maintaining and updating establishment cards, registrations, insurances, and licenses. Coordinating customs clearance for incoming/outgoing shipments and office goods.b) Ensure cost-saving through proper use and day-to-day maintenance of the assigned office vehicle.
Maintaining the vehicle, including minor repairs and coordination of servicing. Maintain accurate daily vehicle logs Provide inputs to preparation of the vehicle maintenance plans and reports.ย Make timely minor repairs and/or arrange for major repairs Ensure timely changes of oil, check of tires, brakes, car washing, etc.c) Ensure availability in the assigned vehicle of all the required documents, supplies and necessary spare parts.
Keep current in vehicle documents such as vehicle insurance, vehicle logs, office directory, and map of the city/country.ย Ensure vehicle first aid kit is adequately stocked with standard medical supplies.d)ย Take all immediate actions required by rules, regulations, and laws in case of involvement in accidents.
Report to supervisor and adhere to all local rules, regulations and laws in the State of Qatare) Perform other duties within incumbentโs functional profile as assigned and deemed necessary for the efficient functioning of the office and Organization
Additional duties may include assisting with pouch, procurement, workshops, and other administrative tasks.ย Providing logistical support for meetings, conferences, and travel arrangements. Ensure accuracy of all documents to be submitted for government services, their timely follow up and process and provision of feedback to the supervisor and clients and maintaining records as necessary. Support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and the State of Qatar.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement:
The direct supervisor is Administrative Assistant.
Competencies:
Core
Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.ย
Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.ย
Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.ย ย
Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.ย
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.ย ย
Enable Diversity and Inclusion: LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination
Cross-Functional & Technical competencies Thematic Area Name Definition 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 Management Communication 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 Ethics UN Policy Ethics Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity. Business Development Knowledge Generation Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. Business Management ย Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.ย Provide inputs to the development of customer service strategy.ย Look for ways to add value beyond clients' immediate requests.ย Ability to anticipate client's upcoming needs and concerns.Qualifications:
Min. Education requirements:
Secondary Education with a valid driverโs license in Qatar is required.
Min. years of relevant work experience:
Minimum of 3 years of relevant work experience as a driver with a safe driving record is required.
Requiredย skills:
Knowledge of driving regulations, rules and laws as well as skills in minor vehicle repair and maintenance is required.ย
Desired skills in addition to the competencies covered in the Competencies section:
Experience in protocol, administration, or customs clearance. Experience in the basic use of computers and relevant office software packages (MS Word, Excel, etc) and ability to use web-based management and electronic log, file and/or scheduling systems.ย Knowledge of protocols and security requirements..Required Language(s):
Fluency in Arabicย and Englishย is required.
Professional Certificate: N/A