Driver / Clerk

The incumbent 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 a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The incumbent provides reliable and safe driving services ensuring high accuracy of work. The incumbent provides driving services to the staff in the Regional Offices/Multi-Country Offices/Country Offices, Consultants and Experts and IFAD staff on mission.

Responsibilities

• Ensures provision of reliable and safe driving services by driving office vehicles for the transport of IFAD staff, other high-ranking officials and visitors and delivery and collection of mail, documents and other items
• Meeting official personnel and visitors at the airport including visa and customs formalities arrangements, when required
• Ensuring 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
• Ensuring 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.
• Ensuring 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
• Ensuring that all immediate actions required by rules and regulations are taken in case of involvement in accidents
• 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 and document scanning 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
• Preparing travel authorisations, security clearances and administrative support to RC/MCO/ICO staff travelling domestically and abroad as required
• Provision of effective correspondence management focusing on 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
• Accountable for integrity and transparency in the administration of IFAD resources
• Accountable for upholding IFAD's core values and code of conduct, including integrity, transparency, and equity in the management of IFAD resources

Requirements

• High school diploma
• At least two (2) years of progressively responsible experience in administration and working as a Driver
• Ability to work with computer and office software packages (MS Word, Excel, etc.) and 2 years-work experience as a driver
• Safe driving record
• Knowledge of driving rules and regulations and skills in minor vehicle repair
• Possession of Valid Driver's license (B Category of the International Driving Permit categories)
• English (4 - Excellent)
• Know-how in security management and measures
• Expertise relevant to the specific role (e.g. For ethics office assistant, procedures outlined in the Code of Conduct, Discipline and Anti-harassment provisions of applicable rules and guidelines)
• Know-how in performing controlled operation and movement of a land vehicle, including cars, motorcycles, trucks and buses
• Ability to drive in difficult situations caused by poor road conditions or low visibility
• Knowledge of safety issues including avoiding operating vehicles while distracted, sleep-deprived, texting, speeding, street racing, being under influence (drug/alcohol/impaired) or engaging in other reckless behaviour
• Familiarity with the governing Driving Laws
• Physical and mental capability to perform the driving
• Skills in defensive driving
• Identification and assessment of potential liabilities and risks in IFAD's activities, particularly vis-à-vis third parties; ability to handle risks via contingency and mitigation strategies
• Adaptability and flexibility when facing new or unexpected situations, and to specific constraints and circumstances and managing complex processes
• High level of digital literacy and ability to quickly get familiar with new digital tools (e.g. ability to carry out EPR data entry and extraction when budgeting; monitoring security systems, uploading content to inter/intra-net websites, etc.)
• Successfully work toward a common goal with others by communicating clearly, actively listening to others, taking responsibility for mistakes, and respecting different perspectives of stakeholders.
• High sense of proactive initiative-taking and good judgement (including on security matters)
• Effective and active listening to others; understanding and acting upon indirect statements
• Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language

Skills

• Safe Driving
• Defensive Driving
• Minor Vehicle Repairs
• Driving Rules Knowledge
• Valid Driver's License B Category
• Security Management
• Controlled Vehicle Operation
• Driving in harsh conditions
• Risk Assessment
• Contingency Planning
• Digital Literacy
• EPR Data Entry
• Office Software Proficiency
• MS Word
• Excel
• Protocol Knowledge
• Registry Services
• Clerical Services
• Verbal Communication
• Effective Listening

Languages

English