UNON Protocal Assistant Jobs in Kenya

UNON Protocal 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 (UNHABITAT) globally, as well as other UN offices in Kenya, by proving administrative, conference and information services (www.unon.org).

  • These posts are located in Host Country Services Unit (HCSU) of Support Services Service, Division of Administrative Services, United Nations Office at Nairobi.

  • Under the supervision of the Manager, HCSU, the incumbents will be responsible for the following duties:

    Responsibilities

    Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows:

  • Receiving and verify 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.

  • Perform any other related duties as may be assigned from time to time.

    Competencies

    • PROFESSIONALISM: Ability to undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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

  • High school diploma or equivalent is required. Additional/supplemental training and/or certification in customer service relations /client orientation, administration or related area, is desirable.

  • Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be
    accepted in lieu of the GGST.

  • The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

    Work Experience

  • A minimum of three (3) years of relevant work experience experience in administrative services, office management or related area is required.

  • Working experience in or exposure to diplomatic/protocol environment and procedures is desirable.

  • Experience in an international setting or related area is desirable.

    Languages

  • English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

    How to Apply

  • For more information and job application details, see; UNON Protocal Assistant Jobs in Kenya


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