UNON Liaison Assistant Jobs in Kenya

UNON Liaison Assistant Jobs in Kenya

Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General.

We support programme implementation of the UN Environment Programme (UNEP) and UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services

The post is located in Host Country Services Unit (HCSU) of Central Support Service, Division of Administrative Services, United Nations Office at Nairobi.

Under the supervision of the Field Supervisor of the Host Country Services Unit, the incumbent will assist in carrying out the work programme of the Unit, deputize for the Field Supervisor in his/her absence and carry out assignments related to the Unit’s field operations.

Responsibilities

1. Assists the Field Supervisor in carrying out the work programme of the Unit, applying the immigration, duty-free and tax exemptions provisions of the Host Country Agreement to subscribing United Nations Funds, Programmes and Specialized Agencies operating in Kenya as follows:

Coordinates with relevant Government of Kenya (GoK) representatives (demonstrating tact, diplomacy, ¿rmness and persistence - when necessary) to negotiate and solve sensitive and complicated problems. Escalate issues to the Field Supervisor, Host Country Services Unit (HCSU), if necessary

Ensuring that information available to staff on immigration, duty -free, and VAT exemptions is updated immediately changes occur by keeping abreast of the daily press and maintaining regular contact with relevant GoK offices.

Conducts brie¿ngs for new staff members on immigration formalities, duty-free and tax exemption privileges and vehicle registration, and ensure that the information is up-to-date; provide guidance to staff members in completing forms relating to the privileges and exemptions.

Liaises daily with relevant GoK offices to ensure the timely processing of the following for the Organization and eligible internationally recruited staff members and their dependents: i. noti¿cation of arrival documentation and the issuance of diplomatic identity cards ii. PIN numbers; iii. issuance of re-entry passes and renewal of the same; iv. issuance of Kenya Entry Visas for meeting participants and Special Passes for agents of agencies in Kenya for special projects; v. duty free imports and purchase of duty-free liquor and tobacco (official /staff members); vi. issuance and renewal of interim and new Kenyan driving licenses; vii. registration of new/second hand vehicles, issuance of red number plates and retrieval of the same, transfer/disposal of used vehicles (of¿cial /staff members); viii. preparation of annual V.A.T. blanket exemptions for (official /staff members), V.A.T claims (official/staff members) ix. issuance of airport passes; x. processing of official fuel duty refunds from the Kenya Revenue Authority.

Updates HCSU Standard Operating Procedures when required.

2. Assists the Field Supervisor in maintaining the integrity of records entered into the electronic database by the field office staff (Liaison/Team Assistants) by:

Ensuring the accuracy of all data relating to transactions processed by GoK offices;

Tracking the expiry dates of documents, visas, and remind the affected staff members to initiate action for renewal of the same in good time;

Being responsible for the vehicle registration database – keep vehicle data up-to-date; monitor issuance/return of red number plates by staff members;

prepare workload statistics from data extracted from the HCSU databases and generate reports as required; (e) Prepare correspondence, notes verbales, covering letters, and reports upon request; (f) Check documents prepared for dispatch by the administrative/protocol assistants for accuracy before delivery to GoK departments.

3. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

4. Assists with visualizations and updating information material such as web pages or brochures.

5. Carries out other duties as may be assigned from time to time.

Competencies

Professionalism:

Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; Ability to communicate effectively with staff at all levels, and to negotiate with government officials.

The ability to perform analysis, modeling and interpretation of data in support of decision-making.

Shows pride in work and in achievements; Demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.

Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Accountability:

Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within the prescribed time, cost and quality standards; Operates in compliance with organisational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation:

Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view ; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required. Additional training in administration is desirable.

Passing the United Nations Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat.

Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST.

The GGST is administered to applicants when required before the administration of a written assessment and/or interview.


Work Experience

A minimum of seven (7) years of progressively responsible experience in administration or related area is required.

Two years experience in the administration of host country services/protocol services is required

Work experience in UN systems and procedures as they relate to the daily operations and administration of host country privileges is desirable.

Experience with e-government systems such as IPMIS, NTSA/TIMS, eFNS and iTax is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and knowledge in Kiswahili is required;

Note:

"Fluency equals a rating of "fluent" in all four areas (read, write,speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

How to Apply

For more information and job application details, see; UNON Liaison Assistant Jobs in Kenya

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