Background

IUCN and UNEP-DHI will jointly implement the Climate Resilient Eastern African Transboundary Water Management for Environmental Sustainability (CREATES) project, operating in the Sio-Malaba-Malakisi (SMM) and Mara transboundary river basins across Kenya, Uganda, and Tanzania, and supporting selected regional water organisations from 2025 to 2030.

The project will be delivered through a Project Management Unit (PMU) based in Nairobi, Kenya, supported by two Basin Coordinators—one stationed at the NELSAP office in Kakamega (SMM Basin) and the other in Musoma (Mara Basin)—alongside other technical staff. The PMU will be managed on a day-to-day basis by the Team Leaders (TLs).

The Driver/Office Support, CREATES will be contracted by IUCN and expected to provide support to CREATES activities implemented by both IUCN and UNEP-DHI, as agreed with the TLs/PMU and in alignment with the overall project work plan and responsibilities.

Responsibilities

MAJOR RESPONSIBILITIES:

Driver/Office Support, CREATES is responsible for providing driving and chauffeur duties to assigned staff/guests of CREATES. S/he ensures the highest standards of discretion and integrity, sense of responsibility, excellent knowledge of protocol and security issues. The Driver/Office Support also demonstrates a client-oriented approach, courtesy, tact, and ability to work with people of different national and cultural backgrounds. S/he also supports with the administrative duties as assigned by his/her supervisor, support with cases of personnel and deliveries and oversees the maintenance of the project Office vehicles and other assets.

SPECIFIC DUTIES:

Transport and logistic support;

• Provide driving services to the PMU and other assigned staff as instructed by the line manager.
• Follow up planning and scheduling using Outlook Calendar and register transportation requests.
• Deliver payment transfers to the bank and/or the suppliers, conduct cash purchases for CREATES.
• Deliver and collect mail, documents, supplies, and other items as required.
• Distribute mail as needed, both incoming and outgoing.
• Ensure that all steps required by traffic rules and regulations are taken and adhered to, in case of involvement in an accident.
• Ensure availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.
• Keep track of insurance and other tax formalities.
• Support other drivers with the preparation of job cards, inspecting vehicles and ensuring all vehicles are fully equipped with tools, first aid kits.

Guest management & Protocol Liaison;

• Meet official and high-ranking personnel at the airport and facilitate immigration and customs formalities, as required.
• Drive the vehicle assigned by IUCN for the transportation of staff, guests and other authorized personnel.
• Complete visa application forms for the CREATES staff both manually and electronically, submission and collection of Visas.

Vehicle maintenance management;

• Ensure vehicle is always kept in good running condition through addressing minor repairs, planning for major repairs, timely changes of oil, check of tires, brakes, water levels and car washing.
• Responsible for the day-to-day maintenance of the assigned vehicle, checks oil, water, battery, brakes, tires, etc., and performs minor repairs and arranges for other repairs.
• Keep records as required and maintain a clear daily record of work done and/or vehicle movement.
• Always ensure the safety of the vehicle and accessories during the time of use.
• Facilitate routine maintenance of office vehicles, including proper and regular completion of vehicle maintenance records.
• Inform the Procurement and Administration Officer of any major repairs required and ensure that the vehicles are always kept clean and in good working order.
• Log official trips, daily mileage, gas consumption, oil changes, greasing, etc.
• Keep track of timely car insurance renewals
• Ensure compliance with applicable traffic laws, regulations, and/or IUCN rules, standards, and guidelines on vehicle usage.

Act as back-up for Administration & Project teams;

• Assist in planning and participation in field work as required.
• Taking notes during meetings and during field work
• Assist with office operations including photocopying, printing basic documents, and making deliveries.
• Act as a backup for the Front Office Administration Assistant on a needs basis by answering the phone and taking care of visitors’ registration, incl. maintaining a register of incoming visitors.
• Liaison with taxi companies for pick up and drop offs.
• Creating simple excel forms and data input for basic inventory, transfers as requested.
• Perform other duties as may be assigned from time to time.

Requirements

POSITION REQUIREMENTS:

Education;

• University degree in any area of study
• Certificate in computer Packages
• Possession of a valid Driver’s license. A mechanical certificate is required.
• Defensive driving skills required.

Work Experience;

• Minimum 8 years’ driving experience with 5 years’ experience of driving business executives and leaders in reputable firms within the private or public sector.
• Exceptional knowledge of urban and rural road networks and driving conditions.
• Clean driving record, with no violation of traffic law or major accidents.
• Flexibility to work outside regular business hours and on weekends as needed.
• Must possess good verbal communication skills with good writing skills.
• Excellent interpersonal skills and experience working in a multi-stakeholder project environment.
• Discretion and confidentiality in handling sensitive information Punctuality and reliability with a customer-focused mindset.
• Ability to perform a variety of repetitive and routine tasks and duties.
• Ability to handle a large volume of work possibly under time constraints.
• Good knowledge of administrative rules and regulations.
• Ability to operate and maintain a variety of computerized business machines and office equipment to provide efficient delivery of service.
• Ability to organize and complete multiple tasks by establishing priorities.
• Demonstrates excellent knowledge of driving rules and regulations and skills in minor vehicle repair.
• Demonstrates excellent knowledge of protocol and security issues.

Language Proficiency;

• Fluency in English and Kiswahili, both written and verbal.

Core Competencies;

• Transparency: Able to build trust and contribute to informed and responsible decision making by carrying out the work of IUCN in a transparent manner; provides clear guidance to ensure that objectives and desired measurable results are understood by members of the team.
• Inclusiveness: Understands and accepts cultural diversity, and provide a tolerant, positive, and supportive working environment that fosters respect for diversity, demonstrates ability to work in a multicultural, multiethnic environment and to maintain effective working relations with people of different nationalities and cultural backgrounds.
• Professionalism: Promote the organization’s interests, objectives, and values in a diligent and professional manner.
• Accountability: Takes responsibility of individual and collective actions, promotes the IUCN One Programme approach.

• Provide driving services to the PMU and other assigned staff as instructed by the line manager.
• Follow up planning and scheduling using Outlook Calendar and register transportation requests.
• Deliver payment transfers to the bank and/or the suppliers, conduct cash purchases for CREATES.
• Deliver and collect mail, documents, supplies, and other items as required.
• Distribute mail as needed, both incoming and outgoing.
• Ensure that all steps required by traffic rules and regulations are taken and adhered to, in case of involvement in an accident.
• Ensure availability of all the required documents/supplies including vehicle insurance, vehicle registration, vehicle logs, office directory, map of the city/country, first aid kit, and necessary spare parts in the assigned vehicle.
• Keep track of insurance and other tax formalities.
• Support other drivers with the preparation of job cards, inspecting vehicles and ensuring all vehicles are fully equipped with tools, first aid kits.
• Meet official and high-ranking personnel at the airport and facilitate immigration and customs formalities, as required.
• Drive the vehicle assigned by IUCN for the transportation of staff, guests and other authorized personnel.
• Complete visa application forms for the CREATES staff both manually and electronically, submission and collection of Visas.
• Ensure vehicle is always kept in good running condition through addressing minor repairs, planning for major repairs, timely changes of oil, check of tires, brakes, water levels and car washing.
• Responsible for the day-to-day maintenance of the assigned vehicle, checks oil, water, battery, brakes, tires, etc., and performs minor repairs and arranges for other repairs.
• Keep records as required and maintain a clear daily record of work done and/or vehicle movement.
• Always ensure the safety of the vehicle and accessories during the time of use.
• Facilitate routine maintenance of office vehicles, including proper and regular completion of vehicle maintenance records.
• Inform the Procurement and Administration Officer of any major repairs required and ensure that the vehicles are always kept clean and in good working order.
• Log official trips, daily mileage, gas consumption, oil changes, greasing, etc.
• Keep track of timely car insurance renewals
• Ensure compliance with applicable traffic laws, regulations, and/or IUCN rules, standards, and guidelines on vehicle usage.
• Assist in planning and participation in field work as required.
• Taking notes during meetings and during field work
• Assist with office operations including photocopying, printing basic documents, and making deliveries.
• Act as a backup for the Front Office Administration Assistant on a needs basis by answering the phone and taking care of visitors’ registration, incl. maintaining a register of incoming visitors.
• Liaison with taxi companies for pick up and drop offs.
• Creating simple excel forms and data input for basic inventory, transfers as requested.
• Perform other duties as may be assigned from time to time.

• Defensive driving skills
• Good verbal communication skills
• Good writing skills
• Excellent interpersonal skills
• Discretion and confidentiality
• Punctuality and reliability
• Customer-focused mindset
• Ability to perform a variety of repetitive and routine tasks and duties
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Ability to operate and maintain a variety of computerized business machines and office equipment
• Ability to organize and complete multiple tasks by establishing priorities
• Excellent knowledge of driving rules and regulations
• Skills in minor vehicle repair
• Excellent knowledge of protocol and security issues

• University degree in any area of study
• Certificate in computer Packages
• Possession of a valid Driver’s license
• Mechanical certificate
• Defensive driving skills
• Minimum 8 years’ driving experience with 5 years’ experience of driving business executives and leaders in reputable firms within the private or public sector.
• Exceptional knowledge of urban and rural road networks and driving conditions.
• Clean driving record, with no violation of traffic law or major accidents.
• Flexibility to work outside regular business hours and on weekends as needed.
• Experience working in a multi-stakeholder project environment.