Background information about the job or company (e.g., role context, company overview)

The International Union for Conservation of Nature (IUCN) is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together. Created in 1948, I...

Responsibilities or duties

The Driver/Office Support will be responsible for providing driving and chauffeur duties to assigned staff/guests of REPLAN. She/he ensures the highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Driver/Office Support also demonstrates a client-oriented approach, courtesy, tact, and ability to work with people of different national and cultural backgrounds. She/he also supports with the administrative duties as assigned by his/her supervisor, support with cases of personnel and deliveries and oversees the maintenance of the project office vehicles and other assets.

Qualifications or requirements (e.g., education, skills)

University degree in any area of study

Certificate in computer Packages

Possession of a valid and clean driver’s license

A mechanical certificate is required.

Defensive driving skills required.

Experience needed

Minimum 8 years’ driving experience with 5 years’ experience of driving 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.

Must possess good verbal communication skills with good writing 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 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 Requirements:

Good knowledge of English and Swahili;

Core Competencies;

Functional Competencies;

Adheres to IUCN ESARO core values of Transparency, Inclusiveness, Professionalism and Accountability;

Consistently approaches work with energy and a positive, constructive attitude;

Remains calm, in control and good humored even under pressure;

Responds positively to critical feedback and differing points of views.

Demonstrated ability to work with limited supervision to prioritize tasking and manage workflow in a high pressure environment.

Proven interpersonal skills and the ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Able to travel when required.

• Provide driving services to the PMU and other assigned staff as instructed by the line manager.
• Follow up planning and scheduling using Outlook Calendar and register transportation requests.
• Deliver payment transfers to the bank and/or the suppliers conduct cash purchases for REPLAN.
• 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 vehicles and ensuring all vehicles are fully equipped with tools, first aid kits.
• 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, guests and other authorized personnel.
• Complete visa application forms for the REPLAN staff both manually and electronically, submission and collection of Visas.
• 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 performs minor repairs and arranges 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 Procurement and Operations 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.
• Assist in planning and participation in field work as required.
• Taking notes during meetings and during field work
• Assist with 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 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.

• Defensive driving skills
• Good verbal communication skills
• Good writing skills
• Excellent interpersonal skills
• Discretion and confidentiality
• Punctuality and reliability
• Customer-focused mindset
• Ability to perform a variety of repetitive and routine tasks and duties
• Ability to handle a large volume of work under time constraints
• Good knowledge of administrative rules and regulations
• Ability to operate and maintain a variety of computerized business machines and office equipment
• Ability to organize and complete multiple tasks by establishing priorities
• Excellent knowledge of driving rules and regulations
• Skills in minor vehicle repair
• Excellent knowledge of protocol and security issues
• Good knowledge of English and Swahili

• University degree in any area of study
• Certificate in computer Packages
• Possession of a valid and clean driver’s license
• A mechanical certificate
• Defensive driving skills