Protocol Assistant

Update HCSU database for accurate reporting and compliance.

This opening expired 3 years ago. Do not try to apply for this job.

UNON - United Nations Office at Nairobi

Open positions at UNON / Open positions at UN

Nairobi (Kenya)

Application deadline 3 years ago: Friday 7 Oct 2022 at 23:59 UTC

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Overview

Update HCSU database for accurate reporting and compliance.

You have:

High school diploma or equivalent
A minimum of ten (10) years progressively responsible experience in administration or related area is required
At least two years of experience in the administration of host country services/protocol services
Extensive knowledge of UN systems and procedures
Understanding of the UNEP Host Country Agreement with Kenya is desirable
Fluency in English is required
Fluency in French is desirable

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Details

Result of Service The HCSU database hosting client transactions will be fully updated, allowing accurate information for reporting to official agencies, individual staff members, consultants and interns, and the Common Services Management Team, on various aspects of the Unit’s service delivery, including KPIs.

Work Location Nairobi

Expected duration 3 months

Duties and Responsibilities 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 Host Country Services Unit (HCSU), Central Support Services, Division of Administrative Services, at Nairobi duty station. The Individual Contractor will report to the Chief, HCSU.

The Individual Contractor will carry out the following functions: 1. Update incomplete database records of HCSU, beginning from 31st July 2022 going back to 1st January 2019. This will involve a. Retrieving all document control forms (manual and electronically saved) relating to individual cases b. Entering the completed data into the database to bring the status of each case up to date. (Total of 10301 records in total to be processed for this project)

2. Update staff records in the Integrated Protocol Management System (IPMIS) a. Review all active staff records by agency b. Find missing data from files c. Where the missing data cannot be retrieved from file, contact AFPs, individual staff members and consultants to provide. d. Update all required fields in IPMIS. (Approximately 2000 in records total to be examined and updated for this project.)

Qualifications/special skills High school diploma or equivalent A minimum of ten (10) years progressively responsible experience in administration or related area is required, at least two of which must be in the administration of host country services/protocol services. Extensive knowledge of UN systems and procedures as they relate to the daily operations and administration of host country privileges desirable. Understanding of the UNEP Host Country Agreement with Kenya desirable

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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Potential interview questions

Can you describe a time when you had to manage a large database update?	The interviewer wants to assess your experience and competence in handling significant data management tasks.	Provide a detailed example highlighting your approach and the outcome.
How do you ensure accuracy when updating records?	This question assesses your attention to detail and the methods you use to maintain data integrity.	Pro members can see the explanation.
Tell me about a challenging communication situation you faced with colleagues or clients.	Pro members can see the explanation.	Pro members can see the explanation.