Responsibilities

• Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows:
• Receiving and verifying 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.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other related duties as assigned.

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 by two (2) 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 Integrated Protocol Management Information Systems (IPMIS), National Transport and Safety Authority (NTSA-TIMS), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.