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.