Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org). This position is located in the United Nations Office at Nairobi (UNON), Central Support Services (CSS), Host Country Services Unit (HCSU). Under the supervision of the Manager, HCSU, the incumbent will be responsible for the following duties:

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 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 high school diploma or equivalent is required.
• Supplementary training in a field relevant to the post is desirable.

Job - Specific Qualification

Work Experience

• A minimum of five (5) years of experience in general office administration is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates with 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 job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

• 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 other duties as may be assigned.

• Database maintenance
• Basic research and information gathering
• Data analysis, modeling, and interpretation
• Proficiency in Integrated Protocol Management Information System (IPMIS)
• Proficiency in eCitizen
• Proficiency in National Transport and Safety Authority (NTSA) systems
• Proficiency in The Republic of Kenya electronic Foreign National Services (eFNS)
• Proficiency in iTax

• Completion of high school diploma or equivalent is required.
• Supplementary training in a field relevant to the post is desirable.
• Practical experience in accreditation, duty-free, value-added tax exemption, vehicle registration and driving license processing in a diplomatic setting is required.