Key Duties and Responsibilities:

DRIVING SERVICES AND VEHICLE MAINTENANCE: The incumbent:

• 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.

ADMINISTRATIVE FUNCTIONS: The incumbent:

• 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.
• Travel support focusing on:
• 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.
• MANAGERIAL FUNCTIONS: The incumbent 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.

Qualifications, Skills and Experience:

• 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 three (3) years’ work experience as a driver; safe driving record; knowledge of driving rules and regulations and skills in minor vehicle repair.
• Experience working with UN agency/embassy is an asset.

Certifications:

• Valid Driver’s License (B Category)
• Languages:
• English (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

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