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 United Nations headquarters in Africa and the representative office of the Secretary-General.

We support programme implementation of the United Nations Environment Programme (UNEP), the Resident Coordinator System (RCS) and the United Nations Human Settlements Programme (UN-Habitat) globally, as well as other United Nations offices in Kenya, by providing administrative, conference and information services.

This 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 will be responsible for:

Responsibilities

1. Process accreditation of new staff members and their dependents, consultants and interns. Ensure the timely issuance of diplomatic identity cards, personal identification numbers and exemption from work permits and endorsement of the same in their passports. Process the submission of notification of departure to the Ministry of Foreign Affairs for those leaving the country. Monitor and follow up delays.

2. Process duty-free privileges for subscribing agencies and entitled staff, consultants and other clients as per the host country agreement. These include but are not limited to:

the issuance/renewal of driving license's for clients

registration of clients' official and private vehicles

transfer/disposal of the above-mentioned vehicles;

the issuance and retrieval of number plates for the above-mentioned vehicles

processing of official V.A.T. exemptions, annual V.A.T. blanket exemptions for staff members and individual staff members' V.A.T claims.

issuance of temporary and annual airport passes for the eligible clients.

3. Process renewals of diplomatic identity cards, work permit exemptions, driving licenses upon their expiry. Monitor and follow up delays with the relevant host government department.

4. Prepare briefing notes for all new clients on immigration formalities, duty-free and tax exemption privileges, ensure that the information is continuously updated, and guide the clients accurately.

5. Ensure the accuracy of the data entered into HCSU's IT systems - Track the expiry dates of documents, visas, and remind the affected staff members to initiate action for renewal of the same in good time. Be responsible for the maintaining of up-to-date, accurate and consistent content in the host country relations unit website (including the forms and guidelines).

6. Exercise professionalism, tolerance, mental alertness and diplomacy daily while dealing with issues of urgent and sensitive nature that require an above-average stress threshold level. Draft correspondence, notes verbale, covering letters and perform any other duties as may be assigned by the Chief from time to time.

7. 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.

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

Competencies

Professionalism:

Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; The ability to perform analysis, modeling and interpretation of data in support of decision-making.

Ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors.

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.

Technological Awareness:

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.

Technological Awareness:

Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required. Diploma from technical college in a field relevant to administration is 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 seven (7) years progressively responsible experience in administration or related area with at least two of which must be in the administration of host country services/protocol services is required.

Experience in processing diplomatic privileges (accreditation, duty-free, value added tax exemption, vehicle registration and driving license processing, etc.) is required.

Experience with e-government systems (e.g. 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 this position advertised, fluency in English is required.

Knowledge of Kiswahili is also 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 Protocol Assistant Jobs in Kenya


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