Driver & Administrative Assistant

Job Summary

The Driver & Administrative Assistant delivers safe passenger transport and cargo logistics while managing vehicle maintenance logs, emergency protocols, and fleet readiness. Concurrently, this role manages office registry operations—organizing subject files, handling incoming/outgoing diplomatic pouches, scanning and archiving records—and assists staff with domestic and international travel authorizations, security clearances, and administrative workflows.

Key Roles & Operational Responsibilities

1. Fleet Operations, Chauffeur Services & Vehicle Maintenance

• Executive & Mission Transport: Provide reliable driving services for IFAD staff, high-ranking international officials, consultants, and official visitors across urban and rural field mission routes.
• Protocol & Airport Facilitation: Meet official personnel and guests at airports, assisting with customs, visa formalities, and baggage handling.
• Preventative Fleet Maintenance: Perform daily vehicle checks (brakes, tire pressure, oil levels, fluid refills, car washing), arrange for routine servicing or major mechanical repairs, and manage minor contingency fixes.
• Logs & Cost Efficiency: Maintain accurate daily vehicle logs, track fuel consumption, and provide inputs for vehicle maintenance plans and cost-reduction reports.
• Compliance & On-Board Readiness: Ensure assigned vehicles carry up-to-date insurance, official directories, city/country maps, first-aid kits, and essential spare parts.
• Incident Management: Strictly follow official rules, reporting procedures, and safety protocols in the event of traffic accidents or security incidents.

2. Administrative, Registry & Archival Functions

• Registry System Maintenance: Organize, manage, and audit office filing systems following the IFAD Record Management System guidelines.
• File Lifecycle Management: Open new subject files, track file movements across departments, manage office reading circulation files, and dispose of obsolete records according to retention schedules.
• Document Digitization & Archiving: Provide high-volume scanning, photocopying, and document archiving to ensure files remain secure, accessible, and properly preserved.
• Pouch & Correspondence Management: Receive, code, log, and route incoming faxes, letters, and packages. Prepare summary enclosure forms, process outgoing mail/pouches, and reconcile bag tracking logs.
• Travel Administration: Draft travel authorizations (TAs), facilitate security clearances, and provide administrative logistics for staff traveling locally or internationally.

3. Managerial, Ethics & Operational Integrity

• Resource Stewardship: Maintain absolute transparency, integrity, and accountability in managing IFAD equipment, vehicle assets, and administrative resources.
• Core Values: Uphold IFAD’s code of conduct, equity standards, zero-tolerance policy for harassment, and international civil service ethics.

Foundational Capabilities & Prerequisites

Required Technical Profile & Experience

• Education: High School Diploma or equivalent secondary education credential.
• Experience Baseline: Minimum of two (2) years of progressively responsible combined experience in administrative support and professional driving.
• Driving Certification: Must hold a valid Driver's License (Category B under the International Driving Permit classification) with an exemplary, safe driving record.
• Defensive Driving & Technical Skills: Demonstrated proficiency in defensive driving techniques, navigating poor road conditions or low visibility, adhering to traffic laws, and performing basic vehicle repairs.
• ICT & Digital Fluency: Practical experience using computer software packages (MS Word, Excel, digital file registries) and digital tools for data entry, security monitoring, and document scanning.
• Language Proficiency: Fluency in English (Level 4 – Excellent verbal and written communication).
• Legal Authorization: Applicants must hold full legal authorization to live and work in the country of recruitment at the time of application.

Core Organizational Competencies

• Client Orientation & Tact: Ability to interact professionally with diverse international staff, government counterparts, and visitors from varied cultural backgrounds.
• Security & Risk Awareness: Knowledge of security measures, risk mitigation, emergency response, and safe transport protocols.
• Initiative & Time Management: Ability to organize administrative priorities, manage file registries systematically, and exercise sound judgment under tight schedules.

What IFAD Offers

• Mission-Driven Impact: Support international efforts aimed at transforming rural economies, increasing agricultural productivity, and eradicating rural hunger.
• UN System Benefits: Competitive General Service remuneration package based on the International Civil Service Commission (ICSC) salary scales.
• Inclusive Work Culture: Equal opportunity environment committed to diversity, equity, and inclusion (DEI).

Skills Required:

• Driving