Driver / Clerk at UNDP

Background    
Under the guidance and supervision of the Country Programme Officer, the Driver / Clerk provides reliable and safe driving services to IFAD staff, officials and visitors ensuring highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues as well as registry and clerical services, demonstrating computer skills, a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds.
 
Duties and Responsibilities
Summary of key functions:

• Provision of reliable and secure driving services
• Proper use of vehicle
• Day-to-day maintenance of the assigned vehicle
• Availability of documents / supplies
• Maintenance of proper registry system
• Effective mail management
• Cost recovery for pouch services
• Ensures provision of reliable and safe driving services by a) driving office vehicles for the transport of IFAD Country Director / IFAD Representative, other high-ranking officials and visitors and delivery and collection of mail, documents and other items, and b) meeting official personnel and visitors at the airport including visa and customs formalities arrangement when required.
• Ensures cost-savings through proper use of vehicle through accurate maintenance of daily vehicle logs, provision of inputs to preparation of the vehicle maintenance plans and reports.
• Ensures proper day-to-day maintenance of the assigned vehicle through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tires, brakes, car washing, etc.
• Ensures availability of all the required documents / supplies including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle. Support in the management of office supplies and inventory.
• Ensures that all immediate actions required by rules and regulations are taken in case of involvement in accidents.
• Ensures  effective visa, protocol and customs related liaison for the country office, IFAD staff and consultants’ missions.
• Ensures security clearances and logistical support for the operations of the country office, i.e. IFAD and consultants’ missions.  
• Ensures maintenance of registry system focusing on achievement of the following results:
• Maintenance of the office filing system in accordance with the IFAD Record Management System.
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.
• Provision of photocopies of material from the registry files, as requested by staff. Assistance in the collection of  reference and background material.
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities
• Ensures provision of effective mail management focusing on achievement of the following results:
• Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
• Registration and dispatch of the outgoing communications, including pouch, and follow-up distribution. Prepares the summary of enclosure forms and necessary documents and maintains the file on pouches received to ensure that all bags are accounted for.

Impact of Results:

• The key results have an impact on the accurate, safe, cost-effective and timely execution of the CO services.

Competencies
Organizational Competencies:

• Strategic thinking and organizational development: Personal influence
• Demonstrating Leadership: Personal leadership and attitude to change
• Learning, sharing knowledge and innovating: Continuously seeks to learn, shares knowledge and innovates
• Focusing on clients: Focuses on clients
• Problem solving and decision making: Demonstrates sound problem solving and decision making ability.
• Managing time, resources and information: Manages own time, information and resources effectively
• Team Work: Contributes effectively to the team
• Communicating and negotiating: Communicates effectively; creates understanding between self and others
• Building relationships and partnerships: Builds and maintains effective working relationships.

Technical / Functional:

• Demonstrated experience in the use of Microsoft office: using MS Word, Excel, PowerPoint and other IFAD software such as SharePoint; knowledge of integrated management information systems an asset.
• Knowledge of I administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors;
• Sense of initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals.

Required Skills and Experience
Education:

• Secondary education and Valid 3rd grade Driver’s license. Certification in Auto mechanics or related field will be an advantage.

Experience:

• 3 years of relevant work experience as Driver and Office Clerk;  ability to work with computer and office software packages (MS Word and Excel) and knowledge of web-based application operations and Outlook; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.

Language Requirements:

• Fluency in English and the national language of the duty station.