Responsibilities
- Arrange for the notification of the host country government
upon arrival of new staff members and their dependents, the issuance of
diplomatic identity cards and personal identification numbers. Prepare and
submit notification of departure to the relevant host country department
for those leaving the country. Process renewals of the diplomatic identity
cards upon their expiry as required. Monitor and follow-up delays with the
relevant host government department(s).
- Ensure timely processing for the issuance and renewals of
re-entry passes for staff members and their dependents, the issuance and
renewal of entry permits for non-Kenyan locally recruited staff members,
extensions of entry visa for interns and consultants, and the issuance of
Kenya entry visas for meeting participants. Monitor and follow up delays
with the relevant host government department(s).
- Ensure timely processing of: (a) the issuance/renewal of
Kenyan driving licenses for official vehicles as well as for the private
vehicles of privileged staff members and their dependents; (b)
registration of new vehicles purchased officially as well as privately by
privileged staff members and their dependents; (c) transfer/disposal of
the above-mentioned vehicles; (d) the issuance and retrieval of number
plates for the above-mentioned vehicles. Monitor and follow up delays with
the relevant host country department(s).
- Ensure timely processing of official Value added Tax (VAT)
exemptions, annual VAT blanket exemptions for official/staff members
accounts and individual staff members’ V.A.T. claims. Monitor and follow
up delays with the relevant host country department(s).
- Coordinate the issuance of temporary and annual airport passes
for the eligible senior staff members of UN subscribing agencies.
- Assist the Supervisor in maintaining of up-to-date, accurate
and consistent content in the host country relations unit website,
standard operating procedures and guidelines to staff on the processing of
the same and carry out weekly induction for new staff and focal points.
- Draft correspondence, note verbales, covering letters. Stand
in for the other protocol and liaison assistants in the unit in their
absence.
- 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.
- Assists with visualizations and updating information material
such as web pages or brochures.
- Perform any other duties as may be assigned.
Competencies
Professionalism:
- Knowledge of database maintenance functions; ability to
undertake basic research and gather information from standard sources;
demonstrated 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; 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.
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 five (5) years of experience in general office
administration is required.
- The minimum years of relevant experience is reduced to three
(3) years 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 System (IPMIS),
eCitizen, 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 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
