Driver Job At World University Service of Canada
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Nairobi, Kenya
Job summary
Driver/Office Assistant -Dadaab, Garissa County, Kenya At World University Service of Canada (WUSC - EUMC)
About this role
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Driver/Office Assistant Job Description
1. Job Summary
The Driver/Office Assistant is responsible for providing safe, reliable, and efficient transportation services while supporting the day-to-day administrative and logistical operations of the organization. The role ensures the safe transportation of staff, visitors, and organizational materials, maintains assigned vehicles in excellent working condition, and provides office support to enhance operational efficiency.
The successful candidate will assist with document management, procurement support, inventory control, logistics coordination, and office administration while ensuring compliance with organizational policies, road safety regulations, and security procedures. The position requires professionalism, integrity, excellent organizational skills, and the ability to work independently in a dynamic environment.
2. Key Duties and Responsibilities
2.1 Transportation Services
The successful candidate will:
Safely transport staff, visitors, consultants, and organizational materials to designated destinations.
Plan efficient travel routes to ensure timely arrivals.
Observe all traffic laws and road safety regulations.
Ensure passengers travel safely and comfortably.
Assist passengers with loading and unloading luggage or equipment where necessary.
Represent the organization professionally while interacting with staff, partners, and stakeholders.
2.2 Vehicle Maintenance and Management
The Driver/Office Assistant will:
Conduct daily pre-trip and post-trip vehicle inspections.
Maintain assigned vehicles in a clean, roadworthy, and well-fueled condition.
Monitor fuel consumption and maintain fuel records.
Coordinate vehicle servicing, repairs, insurance renewals, and inspections.
Report mechanical faults and safety concerns promptly.
Maintain accurate vehicle maintenance records.
2.3 Vehicle Records and Documentation
The employee will:
Maintain accurate vehicle logbooks.
Record daily mileage and trip details.
Prepare fuel consumption reports.
Maintain service and maintenance records.
Ensure vehicle licenses and insurance documents remain valid.
Submit transport reports as required.
Administrative Support
The successful candidate will:
Provide general office administrative support.
File, scan, photocopy, print, and organize official documents.
Receive, sort, and distribute incoming correspondence.
Prepare outgoing mail and courier packages.
Maintain organized office filing systems.
Assist with document retrieval when required.
2.5 Logistics Support
The Driver/Office Assistant will:
Assist in purchasing office supplies and operational materials.
Collect quotations from suppliers when required.
Support inventory management activities.
Coordinate airport transfers and transportation arrangements.
Assist with loading and unloading office equipment and supplies.
Support field logistics and operational activities.
2.6 Office Operations
The employee will:
Maintain cleanliness and organization within office premises.
Monitor office supplies and recommend replenishment.
Support meeting preparation and office coordination.
Assist with scheduling operational activities.
Ensure office equipment is properly maintained.
Support efficient daily office operations.
2.7 Compliance and Safety
The successful candidate will:
Comply with organizational policies and procedures.
Observe occupational health and safety requirements.
Follow organizational security protocols.
Ensure compliance with safeguarding policies.
Report accidents, incidents, and security concerns immediately.
Maintain confidentiality of organizational information.
2.8 Customer and Stakeholder Relations
The Driver/Office Assistant will:
Maintain professional relationships with staff, visitors, partners, and service providers.
Demonstrate courtesy and professionalism during assignments.
Respond to transport and administrative requests promptly.
Promote a positive image of the organization at all times.
2.9 Reporting
The employee will:
Prepare transport and mileage reports.
Submit fuel usage reports.
Maintain inventory and logistics records.
Report vehicle maintenance needs promptly.
Assist in preparing administrative reports where required.
2.10 General Responsibilities
The successful candidate will:
Support organizational activities as assigned.
Participate in departmental meetings.
Maintain high standards of professionalism.
Perform any other duties assigned by management.
3. Minimum Qualifications
Applicants should possess the following qualifications:
Kenya Certificate of Secondary Education (KCSE) or its equivalent.
Valid Kenyan Driving License with a clean driving record.
Diploma or Certificate in Office Administration, Business Administration, Logistics, or a related field will be an added advantage.
Defensive Driving Certificate will be an added advantage.
First Aid Certificate will be an added advantage.
4. Work Experience
The ideal candidate should have:
A minimum of three (3) years of professional driving experience.
Experience providing administrative or office support services.
Experience working with non-governmental organizations (NGOs), development agencies, or corporate organizations will be an added advantage.
Good knowledge of Dadaab and surrounding areas.
Experience maintaining vehicle records and transport documentation.
5. Required Skills and Competencies
The successful candidate should demonstrate the following skills:
Safe and defensive driving skills.
Knowledge of Kenyan traffic laws and road safety regulations.
Basic vehicle maintenance knowledge.
Office administration skills.
Document and records management.
Inventory and logistics coordination.
Microsoft Office proficiency (Word, Excel, Outlook).
Good written and verbal communication skills.
Time management and organizational skills.
Problem-solving abilities.
Customer service and interpersonal skills.
Ability to maintain confidentiality.
Ability to work independently and within a team.
6. Personal Attributes
The ideal candidate should possess the following qualities:
High level of integrity and honesty.
Professionalism and accountability.
Reliability and dependability.
Strong attention to detail.
Flexibility and adaptability.
Self-motivation and initiative.
Good judgment and sound decision-making.
Ability to remain calm under pressure.
Respect for diversity and inclusion.
Commitment to organizational values and ethical conduct.
7. Working Environment
The Driver/Office Assistant will primarily be based in Dadaab, Garissa County, with frequent travel to field locations and surrounding areas. The role requires extensive driving on different road conditions and providing administrative support within the office. The successful candidate may occasionally work evenings, weekends, or public holidays depending on operational requirements. Strict adherence to organizational safety, security, safeguarding, and confidentiality standards is required at all times.
8. Key Performance Indicators (KPIs)
Performance in this role will be measured using the following indicators:
Safe driving record with minimal incidents.
Timely transportation of staff and organizational materials.
Proper maintenance and cleanliness of assigned vehicles.
Accuracy of vehicle logbooks and transport records.
Timely completion of vehicle servicing and inspections.
Efficient administrative and logistics support.
Accuracy of inventory and office records.
Compliance with organizational policies and road safety regulations.
Customer and staff satisfaction.
Timely reporting of vehicle and operational issues.9. Expected Outcomes
The successful Driver/Office Assistant will contribute to the organization by:
Providing safe, reliable, and efficient transportation services.
Maintaining vehicles in excellent operating condition.
Supporting smooth office administration and logistics operations.
Ensuring accurate transport and administrative documentation.
Promoting compliance with organizational policies and safety standards.
Supporting efficient field and office operations.
Delivering professional customer service to staff, partners, and visitors.
Protecting organizational assets and maintaining confidentiality.
Demonstrating integrity, professionalism, and accountability in all assignments.
Contributing to efficient organizational operations through dependable transportation and administrative support.
The Driver/Office Assistant is expected to perform all assigned responsibilities with professionalism, integrity, accountability, efficiency, and a strong commitment to supporting the organization's operational objectives while ensuring safe transportation and effective administrative services.