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Vacancy Announcement


Position:                                                  Protocol and Transport Coordinator GS4

Location:                                                 Lilongwe, Malawi

Full/Part time:                                        Full-Time

Fixed term/Temporary:                       Fixed Term Appointment

Duration:                                                 One Year (renewable)

Closing Date:                                          24th August 2020 (5pm CAT)


The Position:

The Protocol & Transport Coordinator position is located in Lilongwe, Malawi. The incumbent works under the general supervision of the International Operations Manager (IOM) and direct supervision of the Procurement & Logistics Associate


How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

The Protocol & Transport Coordinator is a member of the Operations Team responsible for scheduling and coordination of transport including road and air travel solution for the country Office (CO) and to ensure that these functions are carried out effectively, in harmony, and in accordance with updated UNFPA rules and regulations, company’s operational standards and policies. S/he works closely with operation, program and project staff to ensure the success on the implementation of their activities. S/he works closely with operations, program and project staff to ensure the success on the implementation of their activities.


You would be responsible for:

  • Checking Vehicle log-books regularly.
  • Checking Monthly Vehicle Fuel Consumption.
  • Ensuring that monthly fuel and vehicle management reports are submitted and shared on time with other participating agencies in accordance with the SOP.
  • Checking the vehicle maintenance book monthly for; total number of service visits to the work-shop, total costs of services and repairing costs and total monthly distance covered.
  • Checking motor vehicles movement both local running and those out for a mission.
  • Reviewing and approving all the Vehicle History
  • Supervising drivers based at the office and in the districts on fuel and vehicle management.
  • Attending to road accidents involving official vehicles, prepares documentation for insurance claim and provides data for preparation of Case Reports
  • Carrying out pre-delivery inspection and registration of official vehicles
  • Processing road license and insurance cover for all vehicles and ensures timely renewal as required.  Also ensuring that the vehicles are kept clean and in good working condition at all times.
  • Driving office vehicles to transport UN staff, officials and visitors
  • Assisting UNFPA visitors at the airport for the travel formalities.
  • Arranging local and International travel for staff, project personnel and visiting missions.
  • Arranging VIP facilities from concerned authorities for the Resident Representative and UN dignitaries.
  • Assisting in the preparation of budgetary requirements applicable to transport.
  • Drafting correspondence and reports related to transport and maintains a master file of all vehicles documentation is up to-date and complete.
  • Keeping abreast of changes in Diplomatic protocol requirements and inform / educate all international staff of any changes through the IOM particularly with regard to diplomatic status, entitlements and rules concerning international staff. Travel /Logistics related work.
  • Supporting events by organizing logistics for travelers including airport pick-up and drop-off.
  • Ensuring travelers have approved travel authorization and security clearance before any travel.
  • Review travel authorisations and also back to office reports from the section
  • Manage F10s and overtime sheets for drivers
  • Processing of duty waivers on all goods received by the office


Business Operating Strategy BOS – Logistics Technical Working Group:


  • Participating in the monthly technical working group meetings
  • Consolidating data and submit in BOS for UNFPA
  • Updating colleagues on BOS at the monthly operations meetings
  • Providing information and assistance to other logistical matters.


  • Carrying out any other duties as may be required by UNFPA leadership


Qualifications and Experience


Completed Secondary Level education. 

Knowledge and Experience:

  • At least 4 years of administrative experience in the public or private sector;
  • Have experience in liaising with the Malawi Government Immigration Department is highly desirable.
  • Have the ability to interpret Government protocol rules, regulations and procedures and explain them clearly and concisely.
  • Have good writing and communication skills.
  • Have a valid driver’s license
  • Be a holder of a Defensive driving certificate
  • Should possess a professional Driving licence class P or PG
  • Knowledge of driving rules and regulations, chauffeur protocol and courtesies, local roads and conditions
  • Experiences working with the UN is an asset


Fluency in English


Required Competencies


  • Exemplifying integrity
  • Demonstrating commitment to UNFPA and the UN system
  • Embracing cultural diversity
  • Embracing change

Functional Competencies:

  • Ability to work in a team.
  • Ability deliver on assigned tasks under minimum supervision.
  • Strong administrative skills.
  • Ability to implement new systems 
  • Knowledge of driving rules and regulations, chauffeur protocol and courtesies, and local roads and conditions

Core Competencies:

  • Achieving results
  • Being accountable
  • Developing and applying professional expertise/ business acumen
  • Thinking analytically and strategically
  • Working in teams/ managing ourselves and our relationships
  • Communicating for impact



UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline

Click on the link below to apply for the post online: