Driver at United Nations Development Programme -Rwanda

Guide to Drafting Terms of Reference (TOR)

for functions under an National Personnel Service Agreement

In preparing Terms of Reference (TOR), please try to use language that is simple to understand by people from outside the organization, without prior knowledge of your office or project context

RECOMMENDED MINIMUM CONTENT OF TOR FOR AN NPSA

Position Information

Office/Unit/Project: Operation Unit

Title: Driver

Level: NPSA2

Duty station (City and Country): Kigali, Rwanda

Type (Regular or Short term): Regular

Office- or Home-based: Office

Expected starting date: Nov 2024

Expected Duration: One year

Position Number: 1

Office/Unit/Project Description (max 300 words)

Mission and objectives

This job description is a direct response to UNDP’s improved business model in Rwanda. It envisions a new office structure adapted to current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to work across the office and with external partners.

The new structure defines the skillsets required to position UNDP in the new country context, adding substantive value through thought leadership and innovation, mobilizing strategic resources and ensuring projects are implemented in a smooth, efficient and transparent manner. This also entails engaging on the most pressing and transformational development challenges of the country.

Through its portfolio, the Country Office (CO) has tailored localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to deploy and escalate them across the country. This strategy requires excellent programme management and an organizational structure that reinforces the entire programming life cycle including planning, implementation, oversight, monitoring and evaluation, communications, and efficient operations. The new structure will strengthen UNDP´s role as a learning organization ‘fit-for-purpose’ to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.

Context

Under the guidance and supervision of the Administrative Associate, the Driver provides reliable and safe driving services ensuring high accuracy of work. The Driver demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact and the ability to work with people of different national and cultural backgrounds.

The Driver provides driving services to Country Office management, operations and programme staff, consultants and experts, and UN staff on missions.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.

Scope of Work (5 to 7 items only)

Under the direct supervision of the Administration Associate, the driver will under take the following tasks;

Provide reliable and secure driving services using office vehicle for Country Office to programmes and operations staff, experts and consultants, and UN officials and visitors.

• Transport authorized personnel.
• Deliver and collect mail and documents; and perform other messenger responsibilities.
• Meet official personnel and visitors at the airport and assist with visa and customs formalities arrangement when required.

Ensure cost-saving through proper use and day-to-day maintenance of the assigned office vehicle.

• Maintain accurate daily vehicle logs.
• Provide inputs to preparation of the vehicle maintenance plans and reports.
• Make timely minor repairs and/or arrange for major repairs
• Ensure timely changes of oil, check of tires, brakes, car washing, etc.

Ensure availability in the assigned vehicle of all the required documents, supplies and necessary spare parts.

• Keep current in vehicle documents such as vehicle insurance, vehicle logs, office directory, and map of the city/country.
• Ensure vehicle first aid kit is adequately stocked with standard medical supplies.

Take all immediate actions required by rules, regulations, and laws in case of involvement in accidents.

Perform other duties within incumbent’s functional profile as assigned and deemed necessary for the efficient functioning of the office and Organization.

• Additional duties may include assisting with pouch, procurement, workshops, and other administrative tasks.

Institutional Arrangement

The driver will work under the direct supervision of the Administration Associate

Competencies

Core

Achieve Results:

• LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

• LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

• LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

• LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

• LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

• LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

• LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Please refer to the competency framework site for the entire list of competencies and further explanations.

Minimum Qualifications of the Successful NPSA

Min. Education requirements

Secondary Education with a valid driver’s license is required.

Min. years of relevant work experience and Required skills

A minimum of 2 years (with a high school diploma) of relevant work experience as a driver with a safe driving record is required.

Desired skills in addition to the competencies covered in the Competencies section

• Proven experience and knowledge of driving regulations, rules and laws as well as skills in minor vehicle repair and maintenance is desired.
• Experience in the basic use of computers and relevant office software packages (MS Word, Excel, etc.) and ability to use web-based management and electronic log, file and/or scheduling systems is an asset.
• Experience working in UN system, or bilateral/multilateral organization is an asset.

Required Language(s)

 Fluency in English and national language of the duty station is required for local staff

Professional Certificates

The following documents shall be required from the applicants:

Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.

A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Appication link 

Deadlines : 10/10/2024, 05:59 AM

Annexes to the TOR

Links to any relevant (non-confidential) materials that may help candidates gain a better understanding of the office/unit/project context.

Organigram of the office/unit/project indicating the position of the function (for internal use only).

Approval

This TOR is approved by : (indicate name and title of Approving Manager)

This certifies the appropriateness of the functions to the NPSA contractual modality.

Name and Designation Mbasa Rugigana

Date of Approval

Signature