Fleet and Security Assistant

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Description :

: International Organization for Migration (IOM)

Deadline: 15 June 2021

Duty Station: Harare, Zimbabwe

Classification: General Service Staff, Grade G4

Type of Appointment: Special Short Term, 3 months with possibility of extension

Estimated Start Date: As soon as possible


Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of Migration, works closely with governmental, intergovernmental, and non-governmental partners. IOM is dedicated to promoting humane and orderly Migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy, internal candidates are considered as first tier candidates


Under the overall guidance of the Chief of Mission (CoM) and direct supervision of the Resources Management Office (RMO) and in close coordination with the Procurement Assistant, the successful candidate will be responsible for driving the (CoM) and assist on Security and fleet management and its related activities.

Core Functions / Responsibilities

Staff and Office Security

Liaise with, receive from, and advise United Nations Department for Safety and Security (UNDSS) in any staff security related information and advise management accordingly in coordination with the RMO; Processes the acquisition of security clearances for drivers in coordination relevant unit; Processes visitor requests for access to high security facilities; Issues car keys to drivers as appropriate and maintains a proper logbook; Monitors intrusion detection alarms; Schedules security training sessions in coordination with the RMO and UNDSS; Maintains database records and hardcopy files including those used to track safety and security data; Drafts security related reports for senior management based on information received from UNDSS; Provides administrative support to the unit, as appropriate to the position; Performs miscellaneous job-related duties as assigned.

Fleet coordination and tracking

Drives the CoM and executes tasks as assigned; Provides support to logistics operations and activities, following standard processes; In the case of an accident, ensures timely reporting to the police and the supervisor; Assists in coordinating the work and training of other drivers; Drafts weekly reports on the movement of vehicles and status of transport logistics; Checks, tracks, and reports all movements via regular radio checks with drivers/passengers in the field; Checks and ensures that vehicle services are scheduled and carried out and carries out daily and weekly checks; Keeps track of insurance and registration dates and alerts the supervisor well in advance; Assists in the coordination between offices for Fleet planning; Verifies that all movements are realized in a safe manner and timely according to requests; Ensures timely, cost efficient transportation services; Ensures that vehicles are in good condition, cleaned regularly and that fuel levels in vehicles remain above half-full; Carries out a full vehicle checks every morning before driving off and reports any defects or malfunctioning promptly to the Logistics Officer; Responsible for the safety and security of vehicles, staff, and cargo, ensuring that road discipline and traffic rules are observed; Prepares weekly reports on vehicle status to be shared with the Supervisor; Ensures that the keys are returned to the safe at the end of the day; Stays up to date with safety regulations; Keeps organized records of vehicles, schedules and completed orders; Performs other duties as assigned.

Required Qualifications and Experience

Education: Diploma in Transport Management or alternatively, a combination of related education and experience in this field or, High school certificate or equivalent; Valid Class 4 Driving Licence, Defensive Driving Licence and holds a valid Passport.

Experience: A minimum of 4 years’ experience in the field; Previous working experience in international organisations is desired; High level of computer literacy in MS Office applications; Outstanding organizational skills; Exceptional interpersonal skills; Excellent written and verbal communication.


Proficiency in written and spoken English.

Required Competencies

Values: Inclusion and respect for diversity - respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible; Integrity and transparency - maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct; Professionalism - demonstrates ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural: Teamwork - develops and promotes effective collaboration within and across units to achieve shared goals and optimize results; Delivering results - produces and delivers quality results in a service-oriented and timely manner, is action oriented and committed to achieving agreed outcomes; Managing and sharing knowledge - continuously seeks to learn, share knowledge, and innovate; Accountability - takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work; Communication - encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.

Managerial Competencies – behavioural indicators: Leadership - provides a clear sense of direction, leads by example, and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential; Empowering others & building trust - creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential; Strategic thinking and vision -works strategically to realize the Organization’s goals and communicates a clear strategic direction.


Appointment will be subject to certification that the candidate is medically fit for appointment. No late applications will be accepted.

To apply

Interested candidates are invited to submit their applications to [email protected] referring to this advertisement. Female candidates who are qualified and experienced are especially encouraged to apply. Only shortlisted candidates will be contacted.

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