Driver / Log and Admin Assistant

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during, and after disasters, health emergencies, and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary-General and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy, and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East, North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster, and country) comprise the IFRC Secretariat.

On 24 February, a new phase in the armed conflict in Ukraine started with the intensification and spread of the hostilities that are now affecting most parts of the country and causing major concern for the protection of civilians and essential civilian infrastructure. This comes after months of rising political and military tensions and eight years of conflict in and around Eastern Ukraine where an estimated 2.9 million people were already in need of humanitarian assistance and 1.4 million were internally displaced. With the onset of hostilities, hundreds of thousands of people in Ukraine have left their homes, with more than 160,000 people reportedly internally displaced and as of 28 February, over 360,000 had crossed the borders into the neighboring countries of Poland (over 200,000), Moldova, Romania, Hungary, Slovakia, and Belarus –within just four days since the start of intensified hostilities.

Due to the current situation, IFRC opens a new field office in Dnipro where the focus is on organizational development and National Society Development. This position will support the day-to-day operational tasks of the Field Coordinator.

Job Purpose

The key responsibilities of the position holder are to provide support with driving, basic logistics and procurement processes in line with the IFRC standards. The position holder is also responsible for providing support in administrative task and maintaining office vehicle in line with the IFRC standards.

Job Duties and Responsibilities

Driving approx. 50%

• Drive Federation staff in a safe and courteous manner, and according to IFRC driver rules and regulations.
• Always obey IFRC vehicle policy (Me dear we do not have such policy. We are driving only by IFRC Fleet manual) and operating procedures (use of logbook, no drinking and driving, seatbelts, etc.).
• Obey all traffic rules and regulations in the Country, and respect driving speed limits always according to Driver Rules and Regulations SOP.
• Follow the Key Performance Indexes (KPI) system, policies and other fleet related tools established by IFRC Fleet unit.
• Responsible for the daily cleanliness of the interior/exterior of the vehicle.
• Conform daily morning assessments of road conditions and security situations when in the field or traveling to the field.
• Inform ICRC Security Radio Room upon departure/arrival from field sites.
• Inspect and record the condition of the vehicle daily; prepare a weekly maintenance checklist.
• Ensure timely informing of service and maintenance works of IFRC vehicles, and report to Logistics Department any mechanical problems.
• Ensure vehicle is insured and all legal documents are always in order; inform IFRC Logistics Department three weeks in advance of any renewals due (i.e. insurance, road license, etc.).
• Keep an inventory of all tools and accessories in the Accountable for all vehicle equipment and spares.
• Ensure vehicle security and safety when parking.
• Ensure vehicle is never overloaded and only carries RCRC passengers.
• Assist the Team in loading and unloading cargo.
• Assist with any other duties as required by the supervisor.

Administration approx. 30%

• Oversee the maintenance of office inventory on a regular basis, conduct and finalize overall inventory update.
• Support all vehicle related matters such as vehicle allocation, registration, issuance, maintenance and prepare vehicle related report for Dnipro Fleet base.
• Provide administrative support for workshops, training courses and meetings. This includes organization of transportation and payments.
• Help with apartment management related tasks for international delegates such as keeping a log of reliable agencies and supporting the apartment search process.
• Coordinate maintenance of office equipment and supplies, such as stationery, in accordance with standard Federation rules and procedures.
• Manage the office communication system, including switchboard, fax, internet, telephone, mobile service etc.
• Act as focal point for building management and maintenance related tasks.

Logistics approx. 20%

• Assist and support with all procurement, logistics and fleet management related activities.
• Assist in document filing, Field travel request preparations.
• Support in keeping up to date: Asset and Equipment Inventory registers.
• Assist with preparation of reports if needed and requested g. Fuel Report, etc.
• Support in Warehouse related activities as g. stock management and maintenance of premises.

Job Duties and Responsibilities (continued)

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

Required:

• Secondary education or equivalent in Business, economics, Engineering, IT or other relevant area or proven professional experience in the area of expertise

Preferred:

• Successfully completed the Stay Safe e-learning courses (basic)
• Professional qualification in logistics or equivalent

Experience

Required:

• Must have a valid professional driver’s license categories B, D legal in Ukraine
• Minimum 3 years of driving experience

Preferred:

• A valid right to cross the border and all necessary supporting documents
• Working for the International Red Cross and Red Crescent Movement
• Working for a humanitarian aid organization
• Experience of managing budgets
• Assessment skills

Knowledge, Skills and Languages

Required:

• Valid driving license for light vehicles (manual gears)
• Fluently spoken and written Ukrainian

Preferred:

• Knowledge of communications systems (satellite phones, etc.)
• Logistics operations
• Market Assessment
• Fluently spoken and written English

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust