Administrative Senior Assistant (Protocol and Logistics) at United Nations Office for Project Services (UNOPS)

Coordination Support 

• Coordinate with all programmes on matters relating to support from counterpart ministries (including follow-up on visas, importation of project assets, et al)
• Coordinate with Embassies in Kenya for obtaining visas for both local and international staff for the official trip abroad
• Coordinate with government ministries to have the approval for purchasing vehicles for personal use and importation of personal effects
• In consultation with the Supervisor and respective units, answer queries from the Ministry of Foreign Affairs and counterpart Ministries in a logical and reasonable manner.
• Draft routine correspondence on a variety of protocol related matters, and type verbal notes when requested
• 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
• Collaborate with the Executive Office, Administrative Offices, and UN agencies on protocol services, ensuring efficient coordination.
• Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein
• Assist with cost recovery tasks, including processing and tracking visa-related costs, maintaining an updated service catalog for cost recovery purposes, and preparing billing documents in the ERP
• Provide timely communication to all staff regarding protocol procedures and UN system events involving Protocol at the country level.
• Travel and Visa Support
• Processes and follows up GOK visas and stay permit for international staff and their dependents, temporary visa for consultants, visitors and mission with Government departments and ministries
• Processes and follows up of UNLP new/extension for national/international staff
• Tracks visa status of international staff and their dependents to ensure timely extension of their stay and arranges in-country travel permission from the government for international staff on official mission before the commencement of the travel
• Support the in-country travel permission from the government for international staff on official mission before the commencement of the travel
• Assists the supervisor to develop and maintain all Standard Operating Procedures (SOPs) in visa related matters, UNLP, purchase of office vehicle and importation of personal effects
• Knowledge Building and Knowledge Sharing
• Supports the organization and delivery of training and learning initiatives for personnel on protocol-related topics.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in protocol.
• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively
• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential

Logistics Support

• Vehicle Coordination and Scheduling:
• Assist in the planning and scheduling of vehicle usage for transport needs.
• Coordinate with drivers to ensure on-time delivery and pick-up of goods and personnel.
• Maintain accurate records of transport schedules, routes, and destinations.
• Monitor vehicle availability, service schedules, and maintenance needs.

Driver Support:

• Provide guidance and instructions to drivers regarding daily transport assignments.
• Monitor driver performance, ensuring compliance with safety regulations and traffic laws.
• Record and report any issues related to driver performance or behavior.
• Logistics and Documentation:
• Maintain and update transportation-related documentation, including delivery orders, vehicle logs, permits, and vehicle inspection reports.
• Ensure that all necessary paperwork is completed and properly filed.
• Track vehicle fuel consumption and maintenance schedules.
• Ensure the accurate and timely processing of invoices related to transport services.
• Fleet Management:
• Assist in overseeing the maintenance, repair, and servicing of vehicles to ensure they are roadworthy.
• Coordinate with service providers and mechanics for routine maintenance and emergency repairs.
• Monitor and manage vehicle inventory, including tracking registrations, insurance, and other regulatory requirements.

Education:

• Completion of secondary school is required; 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute some required years of work experience.
• In the absence of a degree, administrative certification is an asset.

Work Experience:

• Minimum of five years of relevant experience in administration and travel support in national or international public or corporate organizations is required.
• Two (2) years experience in the use of computers and office software packages, preferably Google Workspace, is required.
• Experience with UN systems and procedures is an advantage.
• Knowledge of government protocol procedures, rules and regulations is desirable.
• Experience in working with web-based management systems will be an added advantage.