JOB DESCRIPTION
MAJOR RESPONSIBILITIES:
The Regional Office Driver is responsible for providing driving and chauffeur duties to assigned staff/guests of IUCN Regional Office. S/he ensures the highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Regional Office Driver also demonstrates a client-oriented approach, courtesy, tact, and ability to work with people of different national and cultural backgrounds. S/he coordinates other drivers in the movement of personnel and deliveries and oversees the maintenance of IUCN Regional Office vehicles.
SPECIFIC DUTIES:
Transport and logistic support;
Provide driving services to the Regional Director and other regional office staff as instructed by the line manager.
Follow up planning and scheduling using Outlook Calendar and register transportation request.
Deliver payment transfers to the bank and/or the suppliers, conduct cash purchases for Regional Office expenditure.
Deliver and collect mail, documents, supplies, and other items as required.
Distribute mail as needed, both incoming and outgoing.
Ensure that all steps required by traffic rules and regulations are taken and adhered to, in case of involvement in an accident.
Ensure availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.
Keep track of insurance and other tax formalities.
Support other drivers with the preparation of job cards, inspecting of vehicles and ensuring all vehicles are fully equipped with tools, first aid kits.
Guest management & Protocol Liaison;
Meet official and high-ranking personnel at the airport and facilitate immigration and customs formalities, as required.
Drive the vehicle assigned by IUCN for the transportation of staff, Regional Office guests and other authorized personnel.
Complete visa application forms for RDs office both manually and electronically, submission and collection of Visas.
Vehicle maintenance management;
Ensure vehicle is always kept in good running condition through addressing minor repairs, planning for major repairs, timely changes of oil, check of tires, brakes, water levels and car washing.
Responsible for the day-to-day maintenance of the assigned vehicle, checks oil, water, battery, brakes, tires, etc., and perform minor repairs and arrange for other repairs.
Keep records as required and maintain a clear daily record of work done and/or vehicle movement.
Always ensure the safety of the vehicle and accessories during the time of use.
Facilitate routine maintenance of office vehicles, including proper and regular completion of vehicle maintenance records.
Inform the Administration Officer of any major repairs required and ensure that the vehicles are always kept clean and in good working order.
Log official trips, daily mileage, gas consumption, oil changes, greasing, etc.
Keep track of timely car insurance renewals
Ensure compliance with applicable traffic laws, regulations, and/or IUCN rules, standards, and guidelines on vehicle usage.
Act as back-up for Administration & Project teams;
Assist in planning and participation in field work as required.
Taking notes during meetings and during field work
Assist in RD operations and office operations including photocopying, printing basic documents, and making deliveries.
Act as a backup for the Front Office Administration Assistant on a needs basis by answering the phone and taking care of visitors’ registration, incl. maintaining a register of incoming visitors.
Liaison for RDs office with taxi companies for pick up and drop offs.
Creating simple excel forms and data input for basic inventory, transfers as requested.
Perform other duties as may be assigned from time to time.
REQUIREMENTS
POSITION REQUIREMENTS:
Education;
Diploma in any field of study
Certificate in computer Packages
Possession of a valid Driver’s license
A mechanical certificate is required.
Defensive driving skills required.
Work Experience;
Minimum 8 years driving experience with 5 years’ experience of driving business executives and leaders in reputable firms within the private or public sector.
Exceptional knowledge of urban and rural road networks and driving conditions.
Clean driving record, with no violation of traffic law or major accidents.
Flexibility to work outside regular business hours and on weekends as needed.
Good oral and written communication skills.
Excellent interpersonal skills and experience working in a multi-stakeholder project environment.
Discretion and confidentiality in handling sensitive information.
Punctuality and reliability with a customer-focused mindset.
Ability to perform a variety of repetitive and routine tasks and duties.
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 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.
Demonstrates excellent knowledge of protocol and security issues.
Language Proficiency;
Fluency in English and Kiswahili, both written and verbal.
Core Competencies;
Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive, and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
Professionalism: Promote the organization’s interests, objectives, and values in a diligent and professional manner.
Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.
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