Responsibilities
- Assisting the field team in ensuring that there is a smooth
flow of applications to the host government offices, as follows: a.
Receiving and verifying applications for dispatch from the administrative
assistants and ensuring that all required supporting documentation is
attached; b. Confirming that the application owners are registered in the
Ministry of Foreign Affairs Integrated Protocol Management Information
System (IPMIS); and if not, carrying out the appropriate registration; c.
Scanning and uploading the required documentation to the electronic HCSU
IPMIS drive; d. Updating the status of cases in the HCSU Processmaker
Application.
- Assisting the liaison assistants in processing applications
returning from host government offices by: a. Updating the status of cases
in the HCSU Processmaker Application and in the manual registers; b.
Submitting the applications to the team assistant for collection by
clients; c. Recording all rejected applications and routing them to the
appropriate administrative assistant for further processing.
- Assisting the field team in ensuring the timely processing of
the following applications for the organization and eligible
internationally recruited staff members and their dependents: a.
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; b. Tracking expiry dates of documents and visas and
notifying clients to initiate renewal action in good time.
- Assisting the field team in: a. Maintaining the records of all
vehicles, owners, number plates and logbooks, the transfer and disposal of
vehicles, and in the generation of reliable reports and statistics; b.
Preparing draft correspondence, note verbales, covering letters, and
reports upon request.
- Perform other related duties as assigned.
Competencies
Professionalism
- Ability to undertake basic research and gather information
from standard sources;
- Demonstrates ability to apply good judgment in the context of
assignments given;
- 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.
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.
Technological Awareness
- Keeps abreast of available technology;
- Understand the 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.
Qualifications
Education
- Completion of secondary education/high school diploma is
required. Supplementary training in a field relevant to the post is
desirable.
Work Experience
- A minimum of three (3) years of relevant work experience in
administrative services/office management in a diplomatic setting is
required.
- The minimum years of relevant experience is reduced to one (1)
year for candidates who possess a first level University degree.
- Practical experience in ALL of these areas; accreditation,
duty-free, value-added tax exemption, vehicle registration and driving
license processing in a diplomatic setting is required. Experience working
with ALL the following e-government systems: Integrated Protocol
Management Information Systems (IPMIS), eCitizen platform/National
Transport and Safety Authority (NTSA), The Republic of Kenya electronic
Foreign National Services (eFNS) and iTax is required.
- 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, fluency in oral and written
English is required. Knowledge of Swahili/Kiswahili 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.
How To Apply
