UN World Food Programme Administration Associate (Protocol) Jobs in Kenya
UN World Food Programme Administration Associate (Protocol) Jobs in Kenya
About WFP The mission of WFP is to end global hunger. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.
WFP supports national, local and regional food security and nutrition plans. It partners with other United Nations agencies, international organizations, non-governmental organizations, civil society and the private sector to enable people, communities and countries to meet their own food needs.
Job Purpose
Protocol Documents Applications, Submissions and General Duties.
Prepare and/or review and facilitate the submission of protocol applications for Kenya Country Office, Regional Bureau and Somalia Country Office, including the International staff members and their official dependants (spouse and children) of the said offices, to various government offices - MOFA, KRA and Embassies etc as applicable.
Applications include Notification of Arrival and Departure, Exemption Permits, Kenya re-entry pass, Special Passes, PIN, Dependants passes, Driving License, PRO1B, PRO1C, VAT exemptions, Vehicle registration and visa applications etc.
Liaise with Government official to ensure prompt processing of all protocol applications. Monitor and provide feedback from Government to the office on application approvals, rejections and/or actions to be undertaken.
Key Accountabilities
Airport Protocol Duties
Facilitate the reservations of Airport VIP Lounges at JKIA, Wilson Airport and other airports (as applicable) to facilitate the arrivals and departures for WFP Senior Staff and VIP
Conduct airport arrival and departure formalities for WFP Senior Staff and invited VIP Guests
Ensure that all arriving guests/staff (entitled) are paged, assisted through the Immigrations, Customs, baggage clearance and directions to transport facilities.
Stand by at the Departure Terminals for departing guests/staff (entitled) and assist with check-in procedures, luggage, etc. as and when required.
Liaise with WFP transport office or designated transport providers on any changes affecting the Arrival and Departure flight schedules.
Maintain a good and Professional relationship with all official sectors at the airport - Airlines personnel, Immigration, Customs, etc. to ensure WFP guests/staff receive well deserving services.
Airport Air Operations/Medical Evacuations
Coordinate Airport and Customs clearance for flights, passengers and cargo for UN (UNHAS) flights, private flight charters for official WFP VIP guests and Medical evacuations.
Medical Evacuations - provide all the necessary assistance required for the length of the emergency evacuation. In the event of death, assist to obtain the required clearances for the return of the remains.
Annual and Temporary Airport Pass Applications
Facilitate the launch and follow up of applications for Airport Security passes for all entitled WFP officials as approved by management of Kenya CO, RB and Somalia CO
Maintain a detailed knowledge of all Airport facilities, Procedures and Services as offered by Kenya airports Authority
Submission of Protocol Documents
Facilitate the submission of protocol applications for office, international staff members and their official dependants (spouse and children) to Ministry of Foreign Affairs (MOFA), KRA, and Embassies etc. The applications include Notification of Arrival and Departure, Exemption Permits, Kenya re-entry pass, Special Passes, PIN, Dependant passes, Diplomatic cards, application and renewals of Driving License, PRO1B, PRO1C, VAT, Vehicle registration and Visa applications.
Liaise with Government officials to ensure prompt processing while monitoring and providing feedback on the approvals and/or rejections of the same to the Admin-Protocol unit
Ensures that WFP and its eligible staff members are accorded their privileges and immunities in accordance with WFP’s policies and guidelines and as stipulated in the Host Country Agreement.
Maintains good relations and builds a professional network with respective internal and external clients and Government authorities, communicating any requirements and or directives from Government.
Protocol Services Management and Report
Prepare monthly protocol unit reports to be shared with management on important need to know protocol services/actions/receivables.
Prepare quarterly protocol services billing based on OLAs signed between WFP and various clients.
Perform any other related duties as required.
4Ps Core Organisational Capabilities
Purpose
Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.
Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.
Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.
Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.
People
Look for ways to strengthen people's skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.
Create an inclusive culture: Facilitates team building activities to build rapport in own unit.
Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.
Create an “I will”/”We will” spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.
Performance
Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.
Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.
Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.
Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.
Partnership
Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.
Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.
Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.
Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.
Standard Minimum Qualifications
Completion of secondary school education, supplemented by technical training/Diploma in Business/Public Administration or related field. Holder of a Degree from a recognized University will have an added advantage.
Desired Experiences for Entry Into the Role
At least five years of progressively responsible work experience, including at least three years in administrative protocol services.
Previous Airline/Airport-related work experience and knowledge in Government Protocol procedures, rules and regulations.
General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration
Good communication skills in order to provide specialised protocol support services to a wide range of individuals.
Ability to proactively identify and recommend areas for improvement to the Procedures and Practices in order to contribute to the effective delivery of services.
Ability to build relationships with a variety of individuals across functions.
How to Apply
For more information and job application details, see; UN World Food Programme Administration Associate (Protocol) Jobs in Kenya
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