Jobs 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:

• Receiving and verifying applications for dispatch from the administrative assistants and ensuring that all required supporting documentation is attached;
• 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;
• Scanning and uploading the required documentation to the electronic HCSU IPMIS drive;
• Updating the status of cases in the HCSU Processmaker Application.

Assisting the liaison assistants in processing applications returning from host government offices by:

• Updating the status of cases in the HCSU Processmaker Application and in the manual registers;
• Submitting the applications to the team assistant for collection by clients;
• 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:

• 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;
• Tracking expiry dates of documents and visas and notify clients to initiate renewal action in good time.

Assisting the field team in:

• 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;
• Preparing draft correspondence, note verbales, covering letters, and reports upon request.
• Assisting 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.
• Assisting with visualizations and updating information material such as web pages or brochures.
• Performing 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.

Job - Specific Qualification

• Not available.

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.
• Working 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

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Responsibilities

• Prepares and monitors documents submitted to the Host Country departments:
• Notification of arrival and departure, issuance/renewal of diplomatic identity cards/personal identification numbers, issuance/renewal of re-entry passes for staff members and their dependants, issuance/renewal of entry permits for non-Kenyan locally recruited staff members, extension of visitors passes for interns and consultant, issuance of Kenya entry visas for meeting participants, issuance/renewal of Kenyan road/driving licenses for official vehicles as well as for the private vehicles of privileged staff members and their dependants; registration of new vehicles purchased officially by the organizations as well as privately, by privileged staff members and their dependants; transfer/disposal of the above mentioned vehicles, V.A.T. exemptions for the organizations as well as individual staff members and promptly follows up and minimizes delays in processing.
• Responsible for filing of documents and updating the electronic database containing relevant information on staff members/dependants, their entitlements, and vehicles; ensures that the data stored in the electronic database is accurate and that all documents relating to staff members are properly and systematically filed; tracks the expiry dates of documents, visas, and reminds the affected staff members to initiate action for renewal of the same in good time. 
• Generates and prints reports on various aspects of the running of the unit as and when required by querying the database.
• Maintains the host country relations unit website. 
• Ensures up-to-date, accurate and consistent content of the website. Updates the guidelines and procedures relating to the filling of relevant forms by the staff members. 
• Educates and provides guidance to staff on exercising their entitlements; reports on statistics and performance. 5. Drafts correspondence, note verbales, covering letters and performs any other assigned duties. 
• Stands in for other Protocol and Liaison Assistants in HCSU in their absence. 
• Perform other related duties as assigned.

Competencies

PROFESSIONALISM: 

• Knowledge of database maintenance functions; ability to undertake basic research and gather information from standard sources; demonstrated 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.

Job - Specific Qualification

• Not available.

Work Experience

• A minimum of five (5) years of experience in general office administration is required.
• The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first level University degree.
• Working 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 System (IPMIS), eCitizen, 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.