Administrative Assistant

Under the Supervision and guidance of Administrative Specialist, NO-C, the Admin Assistant (Transport) provides transport related services ensuring high quality and accuracy of work. The Admin Assistant/Transport Assistant promotes a collaborative, client-focused, quality and results-oriented approach in delivery of transport services.

To make a difference you will be accountable for the following key duties & tasks:

1. Assign duties to drivers and distributes work assignments among them
2. Issue gasoline slips or cards for fueling of Vehicles.
3. Review maintenance schedule of each Vehicle and ensure fleet is in excellent running condition.
4. Review Logbooks, bills/invoices related to repair /maintenance, fuel of each vehicle and coordinate the payment processing.
5. Manage and verify the overtime claims of drivers.
6. Travel arrangements (roads) for field missions and ensure all vehicles are Security Risk measures (SRM) compliant when sent on mission.
7. Prepare / coordinate on Travel Requests / Travel authorization for drivers in VISION. Ensure drivers are evenly assigned to field missions.
8. Maintains files/records related to the vehicles (official & Internationals personal cars) and provides required information for reports, correspondence, technical and other reference documents.
9. Ensure the safe custody of original registration documents of official and international staff member’s vehicles.
10. Ensure carpooling system is functional, and vehicle tracking reports are prepared.
11. Prepare reports on vehicle mileage, fuel consumption, vehicle repair and maintenance.
12. Keep an updated record of all the requests received from staff members.
13. Issue bills for personal use of vehicles, maintains record and ensure timely submission, review and payment of all transport related invoices including against service requisitions of rent a car company.
14. Ensure that all vehicles have insurance coverage as per policy, including 3^rd party insurance for personal vehicles of international staff members.
15. Prepare documents for Ministry of Interior (MoI) and Ministry of Foreign Affairs (MOFA) on exemption of personal vehicles, bank challan for vehicle registration fee and submission in bank, arrangements of temporary number plates, vehicle cancellation / registration / de-registration, sale permission.
16. Ensure timely process of marked old vehicles’ surrender to MOFA, destruction, and prior permission as and when required.
17. Coordinate with programme sections and rent a car companies for provision of rental vehicles for field missions or city duties. Supervise contractual obligations of rent a car companies and evaluate their performance.  Coordinate and meet with companies on quarterly basis for improvement of services where required.
18. Prepare Tax Rebate claims on quarterly basis for office and follow up for reimbursement.
19. Drafts routine correspondence and faxes from oral instructions, previous correspondence, and other available information.
20. Any other duty assigned by the supervisor.

• Completion of secondary education preferably supplemented by technical or university courses related to the work of the organization.
• A minimum of 5 years of progressively responsible administrative or clerical work experience is required.
• Experience in motor vehicle transport operations including carpooling system or related area is required.
• Work experience on preparation and submission of documents to relevant government ministries (Ministry of Interior, and Ministry of Foreign Affairs), process exemption of diplomat’s personal vehicles, submit bank challan, arrangements of temporary number plates, vehicle cancellation / registration / de-registration, sale permission is considered as an asset.
• Fluency in English and local language of the duty station is required.