Protocol Assistant
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 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: a. 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: 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;
- Tracking expiry dates of documents and visas and
notify 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;
- 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.
- 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.
Job – Specific
Qualification
- Additional/supplemental training and/or
certification in customer service relations /client orientation 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.
- Practical experience in at least one of the these
areas; accreditation, duty-free, value added tax exemption, vehicle
registration and driving license processing in a diplomatic setting is
required.
- Experience with e-government systems such as
IPMIS, NTSA/TIMS, eFNS and iTax 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. Working knowledge of Swahili /
Kiswahili or another official United Nations language 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.
Assessment
Evaluation of qualified
candidates for this position may include a substantive assessment, such as a
written test, which will be followed by a competency-based interview by phone
or teleconference.
Deadline: 13th April
2022
How to Apply
Use the link below to
apply on company website.
