Protocol Assistant - G6 at United Nations Office at Nairobi (UNON)

Responsibilities

• Process accreditation of new staff members and their dependants, 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.

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.
• 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.
• 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.
• 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).
• 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, note verbale, covering letters and perform any other duties as may be assigned by the Chief from time to time.
• 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.
• Performs any other related duties as assigned by the supervisor.

Competencies

• PROFESSIONALISM: A practical understanding of the Host Country Agreement (HCA) of 1975 between the Government of Kenya and the UN. Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business. 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.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments, delivers outputs for which one has responsibility within the prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• 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.

Education

• Completion of high school diploma or equivalent is required. 
• Diploma from technical college in a field relevant to the post desirable.

Work Experience

• A minimum of seven (7) years relevant working experience, with at least three (3) years of hands-on experience in the administration of privileges and immunities of international/diplomatic organizations in Kenya is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.
• Experience working with all the following e-government systems: Integrated Protocol Management Information System (IPMIS), Transport Integrated Management System (TIMS)/National Transport and Safety Authority (NTSA), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is required.
• Working knowledge of UN policies, procedures, and operations as they relate to the daily operations in the administration of privileges is desirable.
• Proficiency in the use of desktop publishing software 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 the position advertised, fluency in English and knowledge of Kiswahili/Swahili is required.