Key Functions and Accountabilities

Provide reliable and secure driving services: 

• Drive office vehicles for the transport of UN Women Regional Director, other high-ranking officials, visitors, UN Women programme and operations personnel, and facilitate VIP missions;
• Deliver and collect mail, documents and other items to Government – Offices/Embassies/Commercial Establishments/ UN Offices;
• Meet official personnel and visitors at the airport including visa and customs formalities arrangements when required;
• Verify that all passengers always wear seatbelts in the vehicle;
• Check that all immediate actions required by rules and regulations are taken in case of involvement in accidents;
• Adhere to relevant job specific guidelines and policies of UN Women such as but not limited to the vehicle management policy;
• Check that all vehicles comply with the Security and Safety standard established at the duty station through Security Risk Management process.

Ensure proper use of vehicles:

• Record accurate odometer readings (start and end) for every trip in the vehicle logbook, including date, destination, purpose of trip, and names of passengers, and submit completed logs to the supervisor for review and sign-off on a weekly basis;
• Record fuel purchases immediately after each refueling, capturing date, odometer reading, quantity (litres), cost, and receipt number; attach original fuel receipts to the log and submit to the supervisor at the end of each week for verification and certification;
• Report any discrepancies between odometer readings, fuel consumption records, and fuel receipts to the supervisor immediately upon discovery;
• Maintain vehicle maintenance records including service dates, type of work performed, service provider, mileage at service, and cost; obtain written supervisor approval prior to any non-emergency repair or maintenance;
• Submit monthly vehicle utilization reports summarizing total mileage, fuel consumption, maintenance activities, and associated costs to the supervisor for review, approval, and filing;
• Ensure cost-saving by driving responsibly and minimizing unnecessary fuel consumption;
• Oversee compliance by other drivers with established vehicle use and record-keeping requirements.

Ensure Day to day maintenance of the assigned vehicle:

• Ensure proper day-to-day maintenance of the assigned vehicle through routine checks (oil, tires, brakes, water, lights, indicators, wipers, horn, clutch and regular cleaning to keep the vehicle in safe running condition), and ensure that any errors of warning indicators on dashboard are inspected and addressed in timely manner;
• Arrange for minor and major repairs through the appropriate procurement approval process;
• Conduct pre-trip and post-trip vehicle inspections and record findings in the standardized vehicle inspection checklist, reporting any defects or safety concerns to the supervisor without delay;
• Ensure that all official vehicles are regularly cleaned inside and out, maintaining a presentable standard appropriate for transporting senior officials and visitors.

Maintain and ensure availability of all required documents/supplies:

• Maintain and ensure availability of all required documents/supplies including vehicle insurance, vehicle logs, office directory, and map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle;
• Ensure that vehicle registration, insurance, and inspection certificates are current and always stored in the vehicle, and flag upcoming renewals to the supervisor at least 30 days in advance;
• Ensure that all immediate actions required by rules and regulations are taken in case of involvement in accidents.

Provide general administrative and logistic support as needed:

• Provide logistical support for protocol-related arrangements, including document delivery and follow-up as requested.
• Support arrangements for official visits through logistical coordination with relevant authorities;
• Assist in preparing routine protocol correspondence and formatting standard documents including Note Verbales when requested;
• Support in the creation of procurement e-requisitions;
• Manage the external storage facility, ensuring accurate record-keeping of stored materials, cleanliness, and access control;
• Support submission and collection of documents related to visas, identity cards, driving licenses, vehicle registration for official and private vehicles, transfer/disposal of the mentioned vehicles, issuance and retrieval of their number plates and follow up with the relevant host country department(s).

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Excellent driving skills;
• Strong knowledge of driving rules and regulations, chauffeur protocol and courtesies and local roads and conditions;
• Strong defensive driving skills;
• Skills in minor vehicle repairs;
• Sound record-keeping and documentation skills, including accurate maintenance of vehicle and fuel logs.
• Ability to be on time.
• Basic computer literacy, including use of MS Word, Excel, and email applications.

Recruitment Qualifications

Education and Certification:

• Completion of secondary education is required;
• Valid driver’s license is required;
• Defensive driving certification is an asset.

Experience:

• At least 3 years of relevant experience as a driver in an international organization, embassy or UN system with a safe driving record;
• Experience in administrative support services is desirable;
• Demonstrated experience in maintaining accurate vehicle and fuel logs, including record-keeping practices that support audit and accountability requirements, is required;
• Experience working with Government partners is desirable;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

Languages:

• Fluency in/working knowledge of English is required;
• Fluency in Swahili is required;
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).