Organization: IFAD – International Fund for Agricultural Development
Location: Nairobi
Grade: Administrative support – GS-3, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Logistics
Transport and Distribution
Closing Date: 2024-07-16
Organizational Setting
The International Fund for Agricultural Development (IFAD) is an international financial institution and a specialized United Nations agency dedicated to eradicating rural poverty and hunger. It does so by investing in rural people. IFAD finances programmes and projects that increase agricultural productivity and raise rural incomes, and advocates at the local, national and international level for policies that contribute to rural transformation.
The Programme Management Department (PMD), under the leadership of an Associate Vice-President, is responsible for the overall programme of loans and grants of the Fund and is composed of five (5) regional divisions and the Operational Policy and Results Division (OPR). The five regional divisions are: Asia and the Pacific (APR), Latin America and the Caribbean (LAC), Near East, North Africa and Europe (NEN), West and Central Africa (WCA), and East and Southern Africa (ESA) where this position is located.
The position is located in East & Southern Africa .Division and the incumbent works under the direct supervision of Country Director, or Country Programme Officer, or any other staff as designed by the head of the office.
Job Role
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 a client-oriented approach, tact and ability to work with people of different national and cultural backgrounds. The Driver provides reliable and safe driving services ensuring high accuracy of work. The Driver/Clerk provides driving services to the staff in the Regional Offices/Multi-Country Offices/Country Offices, Consultants and Experts and IFAD staff on mission.
Key Functions and Results
1. DRIVING SERVICES AND VEHICLE MAINTENANCE: The Driver / Clerk
a. Ensures provision of reliable and safe driving services by a) 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, and b) meeting official personnel and visitors at the airport including visa and customs formalities arrangements, when required.
b. 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.
c. 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.
d. Ensures availability of all the required documents/supplies and records including vehicle insurance, vehicle logs, office directory, map of the city/country, first aid kit, necessary spare parts in the assigned vehicle.
e. Ensures that all immediate actions required by national and IFAD rules and regulations are taken in case of involvement in accidents.
2. ADMINISTRATIVE FUNCTIONS: The Driver / Clerk (a) ensures maintenance of registry system focusing on achievement of the following results:
i. Maintenance of the office filing system in accordance with the IFAD Record Management System.
ii. Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.
iii. Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.
iv. 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.
v. Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
vi. Preparation of correspondence and reports related to registry activities.
vii. Travel support focusing on Preparing travel authorisations, security clearances and administrative support to RC/MCO/ICO staff travelling domestically and abroad as required.
ix. Provision of effective correspondence management focusing on:
a. Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.
b. 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.
3. MANAGERIAL FUNCTIONS: The Driver / Clerk is accountable for integrity and transparency in the administration of IFAD resources. The incumbent is accountable for upholding IFAD’s core values and code of conduct, including integrity, transparency, and equity in the management of IFAD resources.
Key Performance Indicators
The key results have an impact on the accurate, safe, cost-effective and timely execution of the Regional/Multi-Country Offices/Country Offices services.
Working Relationships
Driver/Clerks are typically accountable for driving of assigned staff and the exchange of routine information with counterparts within IFAD and externally, when needed. Routine exchange of information within the Fund includes logistical support. Typical contacts within the division, office or department as well as external contacts and responding to basic inquiries as per assigned tasks.
Job Profile Requirements
Organizational Competencies:
Level 1:
Building relationships and partnerships – Builds and maintains effective working relationships
Communicating and negotiating – Communicates effectively; creates understanding between self and others
Demonstrating leadership – Personal leadership and attitude to change
Focusing on clients – Focuses on clients
Learning, sharing knowledge and innovating – Continuously seeks to learn, shares knowledge & innovates
Managing time, resources and information – Manages own time, information and resources effectively
Problem-solving and decision-making – Demonstrates sound problem-solving and decision-making ability
Strategic thinking and organizational development – Personal influence
Team working – Contributes effectively to the team
Education:
High school diploma
Experience:
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 3 years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
Certifications:
Possession of Valid Driver’s license (B Category)
Languages:
English (3 – Good)
Swahili (4 – Excellent)
Desirable: French or Arabic or Spanish
Skills:
Security: Know-how in security management and measures
Topical expertise – Administration: 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)
Driving: 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.
Risk management (e.g. reputational): 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: Adaptability and flexibility when facing new or unexpected situations, and to specific constraints and circumstances and managing complex processes
Basic ICT & digital fluency: 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.)
Collaboration: 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.
Initiative and good judgment: High sense of proactive initiative-taking and good judgement (including on security matters)
Listening: Effective and active listening to others; understanding and acting upon indirect statements
Verbal communication: Clear, succinct and convincing verbal communication; highly professional, balanced and diplomatic language
Other Information
IFAD staff members are international civil servants subject to the authority of the President of IFAD. In accordance with IFAD’s Human Resources Policy, the President can decide to assign them to any of the activities of the Fund. All International Professional staff members are required to be geographically mobile and positions in the professional category are subject to changes in location at any time in line with strategic priorities and reform initiatives in IFAD.
IFAD is an Equal Opportunity Employer and does not discriminate on the basis of ethnic, social or political background, colour, nationality, religion, age, gender, disability, marital status, family size or sexual orientation. in line with its Diversity, Equity and Inclusion (DEI) stategy and policy to prevent and respond to sexual harassment, sexual exploitation and abuse.
Please be aware of fraudulent job offers. IFAD does not charge any fees at any stage of the recruitment process. Official communication from IFAD will always come from e-mails ending in @ifad.org.
In accordance with IFAD’s provisions, all new staff members will normally be placed at the first step in the grade level for which they have been selected. For information on IFAD’s remuneration package, please visit IFAD’s compensation and benefits page on our website. Applicants are invited to use the ICSC compensation calculator to estimate the salary and benefit entitlements. See here.
Candidates may be required to take a written test and to deliver a presentation as well as participate in interviews.
In the interest of making most cost effective use of funds and resources, we are only able to respond to applicants who are short-listed for interview. Candidates who do not receive any feedback within three months should consider their application unsuccessful.
Applicants for National positions at General Service level must be legally authorized to live and work in the country of recruitment at the time of application. Any job offer is subject to evidence from the candidate to have obtained and be able to maintain the legal status to live and work in the country of recruitment.