Driver/Clerk Job – G-3 at IFAD

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.

RESPONSIBILITIES:

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 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 availibility of all required documents/ supplies and records including vehicle insurance, vehicle logs, office directory, mao of the city/country, first-aid kit, necessary spare parts in the assigned vehicle.

e. Ensures 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 reults:

a. Maintenance of the office filing system in accordance with the IFAD Record Management System

b. Opening of new subject files as required and disposal of old files in accordance with the established retention schedule.

c. Maintenance of archives, making sure files are properly stored and accessible; safe keeping of documents.

d. Provision of photocpies and document scanning of material from the registry files, as requested by staff. Assistance in the collection of reference and background material.

e. Establishment and maintenance of records system of file movements within the office; maintenace of the office circulation and reading files.

f. Preparation of correspondence and reports related to registry activities.

g. Travel support focusing on Preparing travel authorisations, security clearances and administrative support to RC/MCO/ICO staff travelling domestically and abroad as required.

h. Provision of effectove correspondence management focusing on:

i. Receipt, registration, coding and forwarding of incoming faxes, letters and other correspondence to proper department/unit/officer.

ii. 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. S/He is accountable for upholding IFAD’s core values and code of conduct, including integrity, transparency, and equity in the management of IFAD’s 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
Drivers/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

Education:

Level – High School diploma
Areas –
Certifications: Possession of a Valid Driver’s License (B Category)
Work Experience:

At least three (3) years of progressively responsible experience in administration and working as a Driver.
Position-specific experience: 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.