Driver/Office Support, Regional Office

2 weeks ago

Nairobi, Nairobi Area, Kenya International Union for Conservation of Nature Full time

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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