United Nations Office at Nairobi Protocol Assistant Jobs in Kenya

United Nations Office at Nairobi Protocol Assistant Jobs in Kenya


Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General.

We support programme implementation of the UN Environment Programme (UNEP) and UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by proving administrative, conference and information services .

The post is located in Host Country Services Unit (HCSU)of Central Support Services, Division of Administrative Services, United Nations Office at Nairobi.

Under the supervision of the Manager, HCSU, the incumbent's duties will be:

Responsibilities

Provide the 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 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 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.
  • Any other duty as assigned by the supervisor(s).

    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. Shows pride in work and in achievements; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.
  • 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

  • High school diploma or equivalent is required.
  • Diploma from technical college in a field relevant to the post desirable. Extensive knowledge of UN systems and procedures as they relate to the daily operations and administration of host country privileges, good understanding of the UNEP Host Country Agreement an added advantage. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

    Work Experience

  • 10 years of progressively responsible experience, at least five of which must have been working with diplomatic missions and/or international organizations. Experience in heading a team of subordinate staff required.
  • Experience in the execution of protocol functions for senior officials and other dignitaries an added advantage. Working knowledge of legislation covering diplomatic Privileges and Immunities, immigration regulations and provisions of Host Country Agreements, including those of UN Agencies, required. Demonstrable proof of existing active network of contacts in local government offices an added advantage

    Languages

  • English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required and knowledge of French is desirable. Knowledge of another official United Nations language is an advantage. Working knowledge of Kiswahili required.

    Assessment

  • Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

    How to Apply

  • Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
  • The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.
  • Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.Apply by 16th February, 2019

  • For more information and job application details, see; United Nations Office at Nairobi Protocol Assistant Jobs in Kenya

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