Protocol Assistant G-4 Job in Kenya - UN

Responsibilities

  • Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows: a. Receiving and verifying applications for dispatch from the administrative assistants and ensuring that all required supporting documentation is attached; b. 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; c. Scanning and uploading the required documentation to the electronic HCSU IPMIS drive; d. Updating the status of cases in the HCSU Processmaker Application.
  • Assisting the liaison assistants in processing applications returning from host government offices by: a. Updating the status of cases in the HCSU Processmaker Application and in the manual registers; b. Submitting the applications to the team assistant for collection by clients; c. 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: a. 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; b. Tracking expiry dates of documents and visas and notifying clients to initiate renewal action in good time.
  • Assisting the field team in: a. 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; b. Preparing draft correspondence, note verbales, covering letters, and reports upon request.
  • Perform 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;
  • Understand the 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.

Qualifications

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 to one (1) year for candidates who possess a first level University degree.
  • Practical 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.

Languages

  • English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Knowledge of Swahili/Kiswahili is desirable. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of’ confident” in two of the four areas.

How To Apply

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