Careers 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.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other related duties as assigned.

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 by two (2) years for candidates who possess a first level University degree.
• Experience in at least three 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 e-government systems such as Integrated Protocol Management Information Systems (IPMIS), National Transport and Safety Authority (NTSA-TIMS), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.

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• Assist in developing outreach initiatives, marketing materials, schedules, and Wellness content that engage and inspire clients.
• Providing professional life guarding services to United Nations Wellness Centre members and or guests. The lifeguard works towards creating excellence in the Wellness Centre reporting directly to the Head Instructor
• Maintaining constant surveillance of members in the swimming pool; acts immediately and appropriately to secure safety of members in the event of emergency.
• Providing first aid care and treatment as required until the arrival of emergency medical services.
• Always presenting a professional appearance and attitude and maintains a high standard of customer service.
• Performing various maintenance duties as directed to maintain a clean and safe facility.
• Provide professional swimming activities that include coaching, teaching classes and program design to United Nations Wellness Centre members and or guests.
• Carrying out swimming lessons for both members and non-members.
• Double-checking that the administrative assistants at the reception reserve swimming lesson bookings correctly.
• Promoting swimming lessons to both members and non-members for purposes of increasing sales.
• Recording all the services rendered to members for purposes of accountability.
• Have a client database or profile in his/her record.
• Advice clients on swimming related matters.
• Perform other related duties as required.

Qualifications/special skills

• High School Certificate/Diploma is required.
• Certificate in swimming training, lifeguarding is required. CPR/first aid Certified is required.
• Certificate/Diploma in lifeguarding and swimming instructor or related qualifications is required.
• A minimum of two years' experience in a reputable organization / setting offering fitness or related services is required.
• Certificate/Diploma in lifeguarding and swimming instructor or related qualifications is required.

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Fitness Instruction: 

• Assist in developing outreach initiatives, marketing materials, schedules, and Wellness content that engage and inspire clients.
• Conduct group fitness classes, personal training sessions, and specialized programs as per the organization's schedule.
• Design and implement fitness programs tailored to different fitness levels, ensuring inclusivity and safety. Refer to and promote fitness packages and plans.
• Provide guidance on proper techniques, form, and fitness principles to maximize effectiveness and prevent injuries. Oversee the use of fitness equipment to ensure clients exercise properly and safely.
• Offer motivation and encouragement to participants to help them achieve their fitness goals.
• Conduct assessments to track participants' progress and adjust programs as needed.
• Handle nutrition and health-related questions
• Ensure compliance with all health and safety standards during classes and events. Carry out First Aid and CPR if needed.
• Maintain accurate records of attendance and class participation.
• Provide exceptional customer service and address participant inquiries or concerns.
• Stay current with industry trends, certifications, and continuing education to maintain high professional standards.
• Any other duties as instructed by management. Events Facilitation:
• Plan, organize, and facilitate fitness-related events, workshops, and wellness activities.
• Coordinate with the events team to manage logistics and event promotion.
• Assist in developing outreach initiatives, marketing materials, schedules, and event content that engage and inspire clients.
• Collaborate with the event team to ensure successful event execution.
• Gather feedback from participants to improve future events and fitness programs

Qualifications/special skills

• High School Certificate is required.
• Certificate in fitness from ACE, ITEC or related qualifications is required.
• A minimum of 2 years' experience from a reputable organization/setting with thorough knowledge of fitness as a service, fitness products and equipment is required.
• Proven experience of CPR and First Aid is desirable.