Transport Assistant

November 15, 2025

E (most hardship)

Non Family with Residential LocationNon Family with Residential LocationDanger Pay

Nairobi (CO), Kenya

GS4

General Service

Reason

Regular > Regular Assignment

2026-01-01

Transport Assistant

Organizational Setting and Work Relationships

The Transport Assistant is part of the Administration Unit and is responsible for transport related activities. The incumbent will regularly interact with staff at different levels in the office or in other duty stations and will also keep frequent contacts with local suppliers or authorities, other external stakeholders such as vehicle maintenance service provider, UN Agency counterparts/peers. The incumbent may supervise Drivers and/or Senior Drivers.


All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

Duties
- Oversee the fleet of UNHCR-owned vehicles as well as the pool of rented vehicles (if any) through commercial contractors and police escort vehicles (if any, in collaboration with the Security Section and UNDSS), provide administrative assistance related to acquisition, receipt, distribution, maintenance and utilisation.
- Record/register regularly fuel and gas consumption and monthly mileage for all vehicle fleet in the AoR (Area of Responsibility).
- Record/register all travel and driving assignments as per the established record (log) book.
- Update regularly the fleet management software (Fleet Wave) and report any irregularities to the supervisor.
- Report incidents to Global Fleet Management as per the procedures in place and ensure accidents and accidental violation of traffic rules are reported to UNHCR Administration and local police.
- Coordinate the schedules of the maintenance and repair with the maintenance garage and follow up on invoices to ensure they are correctly and timely presented to UNHCR.
- Maintain accurate records of serviced and repaired vehicles within the AoR.
- Provide Administration/Supply with all required documentation for disposal and auctioning process.
- Provide estimations for drivers' overtime and per diem and channel drivers' optional needs to Administration.
- Remain up-to-date with all road networks in the area and their physical status at any given time, be fully conversant with local traffic rules and standards.
- Monitor that UNHCR vehicles are used in accordance with UN Rules and Regulations and usage data is correctly recorded.
- Assign duties to all drivers in the AoR and establish the weekly driver schedule.
- Arrange transportation movements for national and international staff for official visits, road missions, and for international staff during week-ends and after working hours.
- Regularly check if all drivers inspect vehicles and report defects timely in line with the procedures in place.
- Ensure that drivers only drive vehicles when their safety or security are not at risk.

- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.

Minimum Qualifications

Years of Experience / Degree Level
For G4 - 1 year relevant experience with High School Diploma; or Bachelor or equivalent or higher

Field(s) of Education
Not applicable.

Certificates and/or Licenses
Driving License;
Auto Mechanics Certificate;
Transportation and Logistics;
(Certificates and Licenses marked with an asterisk* are essential)

Relevant Job Experience
Essential
Knowledge of driving rules and regulations. Basic skills in office equipment and commonly used machines.
Desirable
Sound knowledge in motor car maintenance and routine mechanical repairs. Exposure to routine administrative and maintenance functions of UNHCR country operation. Experience in fleet management. Knowledge and working experience of Fleet Wave.

Functional Skills
DV-Vehicle Management
DV - Basic Vehicle Mechanical Skills
SC-HCR Global Fleet Management Vehicle Insurance scheme
DV-Driving Rules and Regulations
IT-Computer Literacy
IT-Microsoft Excel
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.


All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Nature of the Position:

The Transport Assistant is a key member of UNHCR's Administration Unit, responsible for managing transport-related activities and ensuring the effective operation of the vehicle fleet, including UNHCR-owned, rented, and police escort vehicles. The role involves interaction with a range of stakeholders, including staff across different duty stations, local suppliers, authorities, and UN agency peers. Key duties include overseeing the acquisition, maintenance, and utilization of vehicles, recording fuel consumption and mileage, updating fleet management software, reporting incidents, and coordinating vehicle repairs. The Transport Assistant plays a critical role in adhering to UN standards and regulations, ensuring safety and compliance in vehicle usage.
The incumbent is tasked with arranging transport for staff, managing driver schedules, and facilitating road missions. Maintaining accurate records for serviced and repaired vehicles and processing documentation for vehicle disposal also fall within the remit of the role. Focused on safety, the Transport Assistant ensures drivers only operate vehicles when it is safe, while also keeping abreast of road networks and traffic rules. By executing these responsibilities within the UNHCR's regulatory framework, the Transport Assistant supports UNHCR’s mission with professionalism, integrity, and respect for diversity, leveraging core functional and managerial competencies.


Desired candidate profile

- Experience in transport operations, fleet management and dispatch services is required.
- Experience in coordination of complex surface transport operations.
- Certification for armored vehicle operation/ defense driving.
- Strong administrative skills.
- Reading and writing in English is a key advantage for the position.
- Computer knowledge especially in excel and data analyzing is an advantage.
- Ability to work under pressure and stressful conditions and meet short deadline.
- Knowledge of UNHCR working software including Fleetwave, UN Booking Hub Cloud-ERP and Workday would be an added advantage.

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Operational context

Occupational Safety and Health Considerations:

Nature of Position:

Living and Working Conditions:

 

Additional Qualifications

Skills

DV - Basic Vehicle Mechanical Skills, DV-Driving Rules and Regulations, DV-Vehicle Management, IT-Computer Literacy, IT-Microsoft Excel, SC-HCR Global Fleet Management Vehicle Insurance scheme

Certifications

Auto Mechanics Certificate - Other, Driving License - Other, Transportation and Logistics - Other

Competencies

Accountability, Client & results orientation, Commitment to continuous learning, Communication, Negotiation & conflict resolution, Organizational awareness, Planning & organizing, Teamwork & collaboration, Technological awareness

https://icsc.un.org/Home/SalaryScales

Compendium

Additional Information

This position doesn't require a functional clearance