UNON Protocol Assistant Jobs in Kenya

UNON Protocol 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), UN Human Settlements Programme (UN-HABITAT) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by proving administrative, conference and information services.

The post is located in Host Country Services Unit (HCSU)of Central Support Services, Division of Administrative Services, United Nations Office at Nairobi. Under the supervision of the Manager, HCSU, the incumbent's duties will be:

Responsibilities

1. Provide the Manager, HCSU with assistance in carrying out the work programme of the Unit, and deputize for the Manager in his/her absence, as follows:

Apply the provisions of the UNEP Host Country Agreement to internationally recruited UN staff members posted to the Kenya duty station;

Coordinate with relevant Kenya Government representatives (demonstrating tact, diplomacy, firmness and persistence when necessary) to negotiate and solve sensitive and complicated problems. Escalate issues to the Manager, HCSU, if necessary

Maintain regular contact with relevant Kenya Government offices to ensure that information available to staff on immigration, duty-free, and VAT exemptions is updated immediately changes occur.

Conduct briefings 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.

Ensure the timely processing of the following for the organization and eligible internationally recruited staff members and their dependants: notification of arrival documentation and the issuance of diplomatic identity cards and PIN numbers; issuance of re-entry passes and renewal of the same; duty free imports and purchase of duty free liquor and tobacco (official /staff members); issuance and renewal of interim and new Kenyan driving licenses,; registration of new/second hand vehicles and transfer/disposal of used vehicles (official /staff members); VAT exemptions (official /staff members), issuance of red number plates, and airport passes.

2. Provide assistance to the Manager, HCSU, in the maintenance and integrity of data and records, generation of reliable reports and statistics, and daily work distribution within the Unit, as follows:

Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein. Track expiry dates of documents and visas and notify clients to initiate renewal action in good time.

Ensure that the information on the HCSU website is accurate and updated regularly.

Prepare workload statistics from data extracted from the HCSU databases and generate reports as required.

Provide inputs, as appropriate, to the HCSU budget, statistical and performance reports for presentation to the Common Services Governance Framework.

Prepare correspondence, note verbales, covering letters, and reports upon request

3. Supervise other general service staff in the Unit as follows;

Provide guidance, supervision and work distribution to other general service staff in the Unit. Guide focal points of subscribing agencies, as necessary.

Foster teamwork and communication among staff in the Unit. Lead by example.

4. 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.

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

6. Any other duty as assigned by the supervisor(s).

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 vendors and contractors.

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

Shows pride in work and in achievements; 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 honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational 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

Completion of high school diploma or equivalent is required.

Diploma from technical college in the field of international relations desirable.

Passing the 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 ten (10) years of progressively responsible work experience in administrative
services or related area is required.

At least five (5) years of working experience with diplomatic missions and/or international
organizations is desirable.

1 (one) 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 post advertised, fluency in English is required.

Knowledge of Kiswahili or Swahili is required.

Knowledge of another official United Nations language is desirable.

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 Protocol Assistant Jobs in Kenya

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