PROTOCOL ASSISTANT

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,603 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and UN Human Settlements Programme (UN-HABITAT) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, conference and information services www.unon.org). This post is located in Host Country Services Unit (HCSU) Central Support Services, Division of Administrative Services, United Nations Office at Nairobi.

Under the supervision of the Manager, HCSU, the incumbent will be responsible for the following:

Responsibilities 1. 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).

2. 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).

3. Ensure timely processing of: (a) the issuance/renewal of Kenyan driving licences 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).

4. 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).

5. Coordinate the issuance of temporary and annual airport passes for the eligible senior staff members of UN subscribing agencies.

6. 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.

7. Draft correspondence, note verbales, covering letters and perform any other duties as may be assigned by the Manager from time to time Stands in for the other protocol and liaison assistants in the unit in their absence.

8. 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.

9. Assists with visualizations and updating information material such as web pages or brochures.

10. Perform any other duties as may be assigned from time to time.

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. The 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. Diploma from technical college in a field relevant to the post is desirable

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.

Work Experience A minimum of five (5) years of experience in general office administration is required.

Experience in at least two (2) 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 e-government systems such as IPMIS, NTSA/TIMS, eFNS and iTax 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 post advertised, fluency in written and oral English is required. Knowledge of Swahili/Kiswahili language is desirable. Knowledge of another UN official language is desirable.

NOTE: 'Fluency' equals a rating of 'fluent' in all four areas (speak, read, write and understand) and 'Knowledge of' equals a rating of 'confident' in two of the four areas.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Appointment against this post is on a local basis. This post is funded for an initial period of 364 days and may be subject to extension. External candidates will be considered only when no suitable candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take up the appointment.

The position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.