Administration Associate (Protocol) G6 at World Food Programme (WFP)

JOB PURPOSE

Protocol Documents Applications, Submissions and General Duties.

Prepare and/or review and facilitate the submission of protocol applications for Kenya Country Office, Regional Bureau and Somalia Country Office, including the International staff members and their official dependants (spouse and children) of the said offices, to various government offices - MOFA, KRA and Embassies etc as applicable. Applications include Notification of Arrival and Departure, Exemption Permits, Kenya re-entry pass, Special Passes, PIN, Dependants passes, Driving License, PRO1B, PRO1C, VAT exemptions, Vehicle registration and visa applications etc.

Liaise with Government official to ensure prompt processing of all protocol applications. Monitor and provide feedback from Government to the office on application approvals, rejections and/or actions to be undertaken.

KEY ACCOUNTABILITIES (not all-inclusive)

Airport Protocol Duties

• Facilitate the reservations of Airport VIP Lounges at JKIA, Wilson Airport and other airports (as applicable) to facilitate the arrivals and departures for WFP Senior Staff and VIP
• Conduct airport arrival and departure formalities  for  WFP Senior Staff and invited VIP Guests
• Ensure that all arriving guests/staff (entitled) are paged, assisted through the Immigrations, Customs, baggage clearance and directions to transport facilities.
• Stand by at the Departure Terminals for departing guests/staff (entitled) and assist with check-in procedures, luggage, etc. as and when required.
• Liaise with WFP transport office or designated transport providers on any changes affecting the Arrival and Departure flight schedules.
• Maintain a good and Professional relationship with all official sectors at the airport - Airlines personnel, Immigration, Customs, etc. to ensure WFP guests/staff receive well deserving services. 

Airport Air Operations/Medical Evacuations

• Coordinate Airport and Customs clearance for flights, passengers and cargo for UN (UNHAS) flights, private flight charters for official WFP VIP guests and Medical evacuations.
• Medical Evacuations - provide all the necessary assistance required for the length of the emergency evacuation. In the event of death, assist to obtain the required clearances for the return of the remains.

Annual and Temporary Airport Pass Applications

• Facilitate the launch and follow up of applications for Airport  Security passes for all entitled WFP officials as approved by management of Kenya CO, RB and Somalia CO
• Maintain a  detailed knowledge of all Airport facilities, Procedures and Services as offered by Kenya airports Authority

Submission of Protocol Documents

• Facilitate the submission of protocol applications for office, international staff members and their official dependants (spouse and children) to Ministry of Foreign Affairs (MOFA), KRA, and Embassies etc. The applications include Notification of Arrival and Departure, Exemption Permits, Kenya re-entry pass, Special Passes, PIN, Dependant passes, Diplomatic cards, application and renewals of Driving License, PRO1B, PRO1C, VAT, Vehicle registration and Visa applications.
• Liaise with Government officials to ensure prompt processing while monitoring and providing feedback on  the approvals and/or rejections of the same to the Admin-Protocol unit
• Ensures that WFP and its eligible staff members are accorded their privileges and immunities in accordance with WFP’s policies and guidelines and as stipulated in the Host Country Agreement.
• Maintains good relations and builds a professional network with respective internal and external clients and Government authorities, communicating any requirements and or directives from Government.

Protocol Services Management and Report

• Prepare monthly protocol unit reports to be shared with management on important need to know protocol services/actions/receivables.
• Prepare quarterly protocol services billing based on OLAs signed between WFP and various clients.
• Perform any other related duties as required.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

• At least five years of progressively responsible work experience, including at least three years in administrative protocol services.
• Previous Airline/Airport-related work experience and knowledge in Government Protocol procedures, rules and regulations.
• General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration
• Good communication skills in order to provide specialised protocol support services to a wide range of individuals.
• Ability to proactively identify and recommend areas for improvement to the Procedures and Practices in order to contribute to the effective delivery of services.
• Ability to build relationships with a variety of individuals across function

Closing: June 17 2022