Introduction

The position is located in the new ILO Country Office in Ukraine based in Kyiv. The Country Office continues the roll-out the different projects while it implements the ILO Transitional Cooperation Strategy for Ukraine 2024-25.

The Senior Driver / Security Clerk provides reliable and safe driving services to the Office Director and project officials and visitors ensuring the highest standards of discretion and integrity and sense of responsibility. The Senior Driver / Security Clerk is accountable for arranging train station / airport VIP and protocol services and customs clearances when receiving high-level delegations. The Senior Driver / Security Clerk may be required to carry out certain messenger functions and clerical support services. The Senior Driver / Security Clerk is required to plan and organise workload while remaining aware of changing priorities and competing deadlines, and shift from one task to another to meet multiple support needs. Work affects the delivery of mail and pouch and transportation services of the Office.

Description of Duties

The position reports to the Country Office Director, working in close cooperation with the National Security Officer. The incumbent operates with some operational independence in carrying out assignments while receives guidance on the technical and security aspects of the duties from the NSO.

Main duties and responsibilities:

1. Ensure the provision of safe and reliable driving services. Drive the Office Director, senior level project officials and other authorized personnel and visitors. Meet officials and visitors at the airport including assisting, where necessary, with protocol, visa and customs formalities.

2. Assist in making arrangements for the procurement, shipment and receipt of office and project supplies and equipment and household effects, including customs clearance.

3. Provide clerical and administrative support such as typing, updating lists, making hotel reservations, filing records, arranging for pay office telephone and other bills, filling out forms, making photocopies or sending e-mails when required.

4. Assist with IT-related tasks and to keep updated inventory lists of IT and communication equipment.

5. Assist in providing messenger services, the mailing, collection and distribution of documents and publications including to ministries and banks.

optional section (if needed)

6. Assist in processing requests for visas, identity cards, driving licences and all other similar documentation in accordance with the requirements of the Office, the United Nations, and the specific requirements in Ukraine.

7. Assist the Local Security Assistant in the security clearances processes and in the out-of-duty station missions’ security planning.

8. Ensure that the ILO vehicles’ equipment comprise all the mandatory security items and report their readiness for any emergency moves to the Local Security Assistant.

9. 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 other MOSS-compliant equipment, and necessary spare parts in assigned vehicles. Inform the supervisor in a timely manner of (re)registrations and insurance procedures for all the office vehicles.

10. Ensure cost saving through proper use of the assigned vehicles and accurate maintenance of daily vehicle logs, preparation of the vehicle maintenance plans and documentation. File correspondence and keep basic records.

11. Keep records of use of vehicle, daily mileage, gas consumption. Ensure proper day-to-day maintenance of assigned vehicles through timely minor repairs, arrangements for major repairs, timely changes of oil, check of tyres, brakes and water. Ensure the cars are always clean and in in good running condition. Ensure that the steps required by rules and regulations are taken in case of involvement in accident.

12. Perform any additional relevant duty as requested by the Director and/or NSO.

Required qualifications

Education

Completion of secondary school education. Valid driver’s licence, knowledge of driving rules and regulations and skills in minor vehicle repairs. Certification in basic first aid and fire protection. Training in defensive driving to be considered an asset.

Experience

A minimum of three years of relevant work experience with a safe driving record. Driving experience with a UN agency, diplomatic or international organization. Two years’ general clerical work would be desirable.

Languages

Excellent knowledge of Ukrainian and English, both oral and written.

Competencies

Technical competences – Proven ability to drive safely in local traffic conditions including driving experience during conflict/war time, including driving through checkpoints and high-risk areas near regions bordering the front line. Ability to work under pressure and adapt to rapidly changing circumstances. Familiarity with security protocols in conflict zones. Familiarity with the VHF Radio/Satellite phone/STARlink. Ability to undertake minor vehicle repair and maintenance tasks. Excellent knowledge of local roads and conditions, driving rules and regulations. Good knowledge of chauffeur protocol and courtesies. Good knowledge of security issues. Good knowledge of rules and procedures on vehicle management including maintenance of official vehicles and knowledge of mechanics and maintenance and repair of vehicles.

Knowledge of general office procedures, administrative rules and regulations and work-related methods. Ability to use computers for word processing and data entry or record keeping. Ability to maintain records and files of moderate complexity. Proven ability to keep accurate records of the use of vehicle. Basic computer skills to record information in IT systems.

Behavioural competences – Ability to understand and follow work instructions. The ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. Excellent troubleshooting and problem-solving skills; Ability to plan and organize own work, to work in a team and under pressure; excellent communication skills both in writing and orally; must demonstrate responsible behaviour and attention to detail. Must display high standards of ethical conduct. Must demonstrate honesty, integrity and discretion.