Driver/Messenger at International Civil Aviation Organization

Responsibilities
Function 1 (incl. Expected results)

Provides transportation services to the Regional Office, achieving results such as:

• Drive office motor vehicles to transport staff, officials and visitors, deliver and collect mail, documents and other items, or transport general cargo goods;
• Meet Staff Members from other ICAO Regional Offices and HQ personnel and visitors at the airport and assist with basic immigration and customs formalities when required;
• Ensure proper day-to-day upkeep of the assigned vehicle by performing timely maintenance and minor repairs and arranging for major repairs;
• Ensure that the vehicle is clean all the time and undertake safe keeping of vehicle accessories such pumps, spare wheels, jack and first aid kit;
• Maintain daily vehicle logs and provide input to the preparation of the vehicle maintenance plans, insurance and reports;
• Adhere to the required traffic rules and regulations as well as UNDSS safety and security requirements of passengers and official vehicles.

Function 2 (incl. Expected results)

Provides services to production of documentation, achieving results such as:

• Make photocopies of official documents;
• Scan documents and fax letters;
• Bind documents.

Function 3 (incl. Expected results)

Provides logistical support to Administrative Assistants during meetings, conferences and training courses, achieving results such as:

• Make photocopies of documents during meetings;
• Undertake errands to facilitate efficient and effective conduct of meetings;
• Assist in the arrangement/setting up of meeting rooms;
• Assist with the registration of participants/delegates;
• Assist with Security Clearance of delegates and meeting participants.

Function 4 (incl. Expected results)

Facilitates delivery of correspondences by providing messenger services, achieving results such as:

• Deliver internal and external correspondence and courier packages;
• Deliver and collect processed passports, visa applications to/from Embassies, High Commissions and Consulates;
• Collect and deliver mail and other communications to and from the office registry, the Post Office and Government Agencies;
• Sort, deliver and collect mail from various offices on the premises at regular intervals. Keep records as necessary;
• Pack material received from dispatch, affix labels, insert material in envelopes and frank outgoing mail.

Function 5 (incl. Expected results)

Provides other administrative support to the Regional Office, achieving results such as: 

• Assist in checking the condition of office equipment and service coordination. Report any malfunctioning equipment;
• Assist in checking inventory of office assets, furniture, conference and ICT equipment;
• Assist in the physical maintenance of inventory records including preparation of the list of obsolete office furniture and equipment.
• Function 6 (incl. Expected results)
• Performs other related duties, as assigned.

Competencies

• Professionalism: Knowledge of traffic and driving rules and regulations including the local legislation related to job function. Ability to navigate roadways effectively and knowledge of alternate routes for timely arrival at destination. Familiarity with traffic routes in the local community and locations of various offices, embassies and UN agencies. Knowledge of the local area and current conditions of roads and highways, security and safety awareness. Ability to deal effectively and tactfully with officials and visitors. Knowledge of vehicle maintenance. Ability to effectively communicate verbally and in writing and follow instructions in English. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situation. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors’ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

• Completion of secondary education, is required.

Work Experience

• At least three (3) years of progressively responsible experience in driving duties at a Government institution or a large multinational company, is required.
• Has a valid driving license class BCE and thorough knowledge and experience in driving in Nairobi and its environs, is required.
• Experience working in UN or International organization in similar function, is desirable.
• Experience of chauffeur protocol and courtesies, is desirable.
• Experience in minor vehicle repairs, is desirable.

Languages
Essential:

• Fluent reading, writing and speaking abilities in English.

Desirable:

• A working knowledge of any other language of the Organization (Arabic, Chinese, French, Russian, Spanish).