Senior Driver / Security Clerk

1. Introduction:

Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions, and collaboration across the multilateral system and beyond. These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment. The majority of refugee populations are hosted by low- and middle-income countries. As displacement has become increasingly protracted, responses are becoming more focused on durable solutions to support more dignified, inclusive, and comprehensive programmes for refugees and the communities that host them to facilitate self-reliance and empowerment and strengthen social cohesion.

In this context, the Government of the Netherlands has launched a new partnership initiative in 2018– the PROSPECTS Partnership Programme– built on the combined strengths, experience, and values of specific development and humanitarian organizations to develop a new paradigm in responding to forced displacement crises. The partners include: the Government of the Netherlands, the International Finance Corporation (IFC), the ILO, the UNHCR, UNICEF, and the World Bank. Grounded on results-based and country-led approaches (“bottom up”) in two identified regions of MENA and the Horn of Africa, the Partnership aims to help transform the way governments and other stakeholders, including the private sector, respond to forced displacement crises – and in particular: (1) to enhance the enabling environment for the socio-economic inclusion of forcibly displaced persons (to mitigate their plight during years of exile and to best prepare them for their return); (2) to enhance access to education and child protection for vulnerable children on the move; and (3) to strengthen the resilience of host communities through inclusive socio-economic development that also benefits forcibly displaced persons.

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The ILO brings to the programme significant expertise and experience in supporting enabling environments to underpin inclusive socio-economic growth and decent work, strengthen labour markets and promote access to improved working conditions and fundamental rights at work, including through the involvement of its tripartite national constituents The ILO contributes to stimulating labour market demand and immediate job creation through employment-intensive investment, local economic and business development and promotion of specific value chains and market systems.

The Senior Driver / Security Clerk provides reliable and safe driving services to programme officials and visitors, ensuring the highest standards of discretion, integrity, and responsibility. They are responsible for arranging train station, airport, and VIP protocol services, including customs clearances when receiving high-level delegations. The role may also require performing messenger functions and clerical support tasks. The Senior Driver / Security Clerk must plan and organize workload while staying aware of changing priorities and deadlines, shifting between tasks as needed to meet various support requirements. Their work impacts the delivery of mail, pouches, and transportation services for the Office.  

2. Reporting lines:

The incumbent will report directly to the Chief Technical Adviser (CTA) of the PROSPECTS Partnership Programme for Ethiopia and Sudan who is leading country-level implementation of the PROSPECTS programmes and will receive day-to-day supervision and oversight from Deputy Programme Manager based in Sudan. He/She will work in close cooperation with the Regional Safety and Security Officer (RSSO) based in ILO Regional Office for Africa in Abidjan. The incumbent operates and executes out assignments with guidance on the technical and security aspects of the duties from the Regional Safety and Security Officer.

3. Main duties and responsibilities:

Driving and Logistics

1. Ensure the provision of safe and reliable driving services. Drive the CTA, senior level programme officials, project staff 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 programme supplies and equipment and household effects, including customs clearance.
3. Assist in providing messenger services, the mailing, collection and distribution of documents and publications including to ministries and banks.
4. 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.
5. 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.
6. 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 i in good running condition.

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Safety and Security Support 

1. Assist the ILO Deputy Programme Manager and the programme’s Chief Technical Advisor in all questions related to security assessments and management.  Liaise and coordinate, as appropriate for the ILO, through UNDSS with the host government security organizations and/or personnel, including Federal and state authorities, military, and police officers, as well as non-governmental organizations and other non-State actors.
2. Ensure the safety of ILO operations in Sudan by continuously assessing security conditions across duty stations, sharing and following up on security information with staff and UNDSS, and representing the ILO in the Security Cell and other relevant in‑country security forums.
3. Provide administrative and operational support to the ILO National Coordinator and Chief Technical Advisors by maintaining confidential security documentation and staff contact information, managing the ILO warden system, and recording minutes or notes for safety and security‑related meetings
4. Assist with security clearances processes and in the out-of-duty station missions’ security planning, managing constant updating of staff lists, supporting for contingency and emergencies preparedness and Providing supports actions during the implementation of the plans
5. Ensure that the ILO vehicles’ equipment comprise all the mandatory security items and report their readiness for any emergency moves to the Local Security focal points.
6. Report security incidents affecting ILO staff members, assets, and operations. Prepare security reports, such as Security Incident Report and Security Assessments.
7. Ensure that the steps required by rules and regulations are taken in case of involvement in accident.

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Administrative Support

1. 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.
2. Assist with IT-related tasks and to keep updated inventory lists of IT and communication equipment.
3. 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 Sudan.
4. Perform any additional relevant duty as requested by the CTA and/or SSO.

4. Qualifications requirements:

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, combined with experience in general clerical work. Experience in security, preferably in the military or police context or related field of work would be an advantage.

Languages

• Excellent knowledge of Arabic and English, both oral and written.

5. 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. 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. Experience in security, protection and intelligence in military or UN. Knowledge of Host country safety codes
• Administrative Competence: 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.