Responsibilities

• Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows:
  • 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:
  • 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:
  • 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:
  • 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.
• 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 related duties as may be assigned from time to time.

Requirements

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; 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.

Job – Specific Qualification

• Additional/supplemental training and/or certification in customer service relations /client orientation, administration or related area, 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 by two years for candidates who possess a first level University degree.
• Experience in at least three 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 position advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.