Protocol Assistant at United Nations Office at Nairobi (UNON)

Responsibilities:

• Provide the Deputy Manager, HCSU with assistance in carrying out the work programme of the Unit, and deputize for the Manager in his/her absence, as follows:
  • Apply the provisions of the UNEP Host Country Agreement to internationally recruited UN staff members posted to the Kenya duty station. 
  • Coordinate with relevant Kenya Government representatives (demonstrating tact, diplomacy, firmness and persistence when necessary) to negotiate and solve sensitive and complicated problems. Escalate issues to the Deputy Manager, HCSU, if necessary.
  • Maintain regular contact with relevant Kenya Government offices to ensure that information available to staff on immigration, duty-free, and VAT exemptions is updated immediately changes occur.
  • Conduct briefings for new staff members on immigration formalities, duty-free and tax exemption privileges, and vehicle registration, and ensure that the information is up-to-date; provide guidance to staff members in completing forms relating to the privileges and exemptions. 
  • Ensure the timely processing of the following for the organization and eligible internationally recruited staff members and their dependants; 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. 
• Provide assistance to the Deputy Manager, HCSU, in the maintenance and integrity of data and records, generation of reliable reports and statistics, and daily work distribution within the Unit, as follows: 
  • Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein. Track expiry dates of documents and visas and notify clients to initiate renewal action in good time. Ensure that the information on the HCSU website is accurate and updated regularly.
  • Prepare workload statistics from data extracted from the HCSU databases and generate reports as required. 
  • Provide inputs, as appropriate, to the HCSU budget, statistical and performance reports for presentation to the Common Services Governance Framework. 
  • Prepare correspondence, note verbales, covering letters, and reports upon request.
• Supervise other general service staff in the Unit as follows; 
  • Provide guidance, supervision and work distribution to other general service staff in the Unit. Guide focal points of subscribing agencies, as necessary. 
  • Foster teamwork and communication among staff in the Unit. Lead by example. 
• 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 other duties as assigned.

Competencies

• Professionalism: 
  • Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; Ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors; 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; Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.  
• Accountability: 
  • Takes ownership of all responsibilities and honours commitments.  Delivers outputs for which one has responsibility within 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 is desirable.

Work Experience

• At least ten (10) years of relevant experience, five (5) of which must have been working in the protocol function with diplomatic missions and/or international organizations is required. 
• The minimum years of relevant experience is reduced to eight (8) years for candidates who possess a first-level University degree.    
• Experience working with all the following e-government systems: Integrated Protocol Management Information Systems (IPMIS), Transport Integrated Management Systems (TIMS) /National Transport and Safety Authority (NTSA), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is required.    
• Knowledge of immigration regulations and understanding of provisions of the UNEP Host Country Agreement is required.    
• Experience in supervising a group of subordinates (5 or more) is required.    
• Working knowledge of UN policies, procedures, and operations as they relate to daily operations in the administration of privileges is desirable.    
• Experience in the execution of protocol functions for senior officials and other dignitaries is desirable.    One (1) year or more of experience in data analytics or related area is desirable.