Protocol Assistant G-4 at United Nations Office at Nairobi (UNON)

Responsibilities

• Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows: a. Receiving and verifying applications for dispatch from the administrative assistants and ensuring that all required supporting documentation is attached; b. Confirming that the application owners are registered in the Ministry of Foreign Affairs Integrated Protocol Management Information System (IPMIS); and if not, carrying out the appropriate registration; c. Scanning and uploading the required documentation to the electronic HCSU IPMIS drive; d. Updating the status of cases in the HCSU Processmaker Application.
• Assisting the liaison assistants in processing applications returning from host government offices by: a. Updating the status of cases in the HCSU Processmaker Application and in the manual registers; b. Submitting the applications to the team assistant for collection by clients; c. Recording all rejected applications and routing them to the appropriate administrative assistant for further processing.
• Assisting the field team in ensuring the timely processing of the following applications for the organization and eligible internationally recruited staff members and their dependents: a. 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; b. Tracking expiry dates of documents and visas and notify clients to initiate renewal action in good time.
• Assisting the field team in: a. Maintaining the records of all vehicles, owners, number plates and logbooks, the transfer and disposal of vehicles, and in the generation of reliable reports and statistics; b. Preparing draft correspondence, note verbales, covering letters, and reports upon request.
• Perform other related duties as assigned.

Competencies

PROFESSIONALISM:

• Ability to undertake basic research and gather information from standard sources;
• Demonstrates 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.

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 three (3) years of relevant work experience in administrative services/office management in a diplomatic setting is required.
• The minimum years of relevant experience is reduced to one (1) year 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 Systems (IPMIS), eCitizen platform/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 oral and written 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.