Protocol Assistant (Temporary), G5 at United Nations Office at Nairobi (UNON)

United Nations and regional organizations; provides administrative and other support services to the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat); provides joint and common services to other organizations of the United Nations system in Kenya, as applicable; and manages and implements the program...

 

Protocol Assistant (Temporary), G5

  • Job TypeFull Time
  • QualificationBA/BSc/HND , KCSE
  • Experience3 - 5 years
  • LocationNairobi
  • Job FieldAdministration / Secretarial 

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.

Check if your CV matches this job with MyJobMag AI

Method of Application

Interested and qualified? Go to United Nations Office at Nairobi (UNON) on careers.un.org to apply

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