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Protocol Assistant (Temporary Position) G-6
Responsibilities
- Process accreditation of new staff members and their dependants, consultants and interns. Ensure the timely issuance of diplomatic identity cards, personal identification numbers and exemption from work permits and endorsement of the same in their passports. Process the submission of notification of departure to the Ministry of Foreign Affairs for those leaving the country. Monitor and follow up delays.
- Process duty-free privileges for subscribing agencies and entitled staff, consultants and other clients as per the host country agreement. These include but are not limited to: (a) The issuance/renewal of driving license’s for clients. (b) Registration of clients’ official and private vehicles. (c) Transfer/disposal of the above-mentioned vehicles. (d) The issuance and retrieval of number plates for the above-mentioned vehicles. (e) Processing of official V.A.T. exemptions, annual V.A.T. blanket exemptions for staff members and individual staff members’ V.A.T claims. (f) Issuance of temporary and annual airport passes for the eligible clients.
- Process renewals of diplomatic identity cards, work permit exemptions, driving licenses upon their expiry. Monitor and follow up delays with the relevant host government department.
- Prepare briefing notes for all new clients on immigration formalities, duty-free and tax exemption privileges, ensure that the information is continuously updated, and guide the clients accurately.
- Ensure the accuracy of the data entered into HCSU’s IT systems – Track the expiry dates of documents, work permits, and remind the affected staff members to initiate action for renewal of the same in good time. Be responsible for the maintaining of up-to-date, accurate and consistent content in the host country relations unit website (including the forms and guidelines).
- Exercise professionalism, tolerance, mental alertness and diplomacy daily while dealing with issues of urgent and sensitive nature that require an above-average stress threshold level. Draft correspondence, note verbale, covering letters and perform any other duties as may be assigned by the Chief from time to time.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. 8. Assists with visualizations and updating information material such as web pages or brochures. 9. Performs other related duties as assigned.
Competencies
PROFESSIONALISM:
- A practical understanding of the Host Country Agreement (HCA) of 1975 between the Government of Kenya and the UN.
- Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business.
- 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.
ACCOUNTABILITY:
- Takes ownership of all responsibilities and honors commitments, delivers outputs for which one has responsibility within the 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
- Completion of a high school diploma or equivalent is required.
- Supplementary training in a field relevant to the post is desirable.
Work Experience
- A minimum of seven (7) years relevant working experience, with at least three (3) years of hands-on experience in the administration of privileges and immunities of international/diplomatic organizations in Kenya is required.
- The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level University degree.
- Experience working with ALL the following e-government systems: Integrated Protocol Management Information System (IPMIS), eCitizen platform/National Transport and Safety Authority (NTSA), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is required. Working knowledge of UN policies, procedures, and operations as they relate to the daily operations in the administration of privileges is desirable. Proficiency in the use of desktop publishing software is desirable.
- 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 the position advertised, fluency in English and knowledge of Kiswahili/Swahili is required. 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.
Deadline : Jul 2, 2024
Protocol Assistant G-5
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Responsibilities
- Arrange for the notification of the host country government upon arrival of new staff members and their dependents, the issuance of diplomatic identity cards and personal identification numbers. Prepare and submit notification of departure to the relevant host country department for those leaving the country. Process renewals of the diplomatic identity cards upon their expiry as required. Monitor and follow-up delays with the relevant host government department(s).
- Ensure timely processing for the issuance and renewals of re-entry passes for staff members and their dependents, the issuance and renewal of entry permits for non-Kenyan locally recruited staff members, extensions of entry visa for interns and consultants, and the issuance of Kenya entry visas for meeting participants. Monitor and follow up delays with the relevant host government department(s).
- Ensure timely processing of: (a) the issuance/renewal of Kenyan driving licenses for official vehicles as well as for the private vehicles of privileged staff members and their dependents; (b) registration of new vehicles purchased officially as well as privately by privileged staff members and their dependents; (c) transfer/disposal of the above-mentioned vehicles; (d) the issuance and retrieval of number plates for the above-mentioned vehicles. Monitor and follow up delays with the relevant host country department(s).
- Ensure timely processing of official Value added Tax (VAT) exemptions, annual VAT blanket exemptions for official/staff members accounts and individual staff members’ V.A.T. claims. Monitor and follow up delays with the relevant host country department(s).
- Coordinate the issuance of temporary and annual airport passes for the eligible senior staff members of UN subscribing agencies.
- Assist the Supervisor in maintaining of up-to-date, accurate and consistent content in the host country relations unit website, standard operating procedures and guidelines to staff on the processing of the same and carry out weekly induction for new staff and focal points.
- Draft correspondence, note verbales, covering letters. Stand in for the other protocol and liaison assistants in the unit in their absence.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Perform any other duties as may be 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.
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.
- 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 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.
Languages
- English and French are the working languages of the United Nations Secretariat. For this position, fluency in 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.
Protocol Assistant G-4
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 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; 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;
- 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.
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.
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