Completion of High school diploma or equivalent is required. Diploma from technical college in a field relevant to Administration is desirable. Extensive knowledge of UN systems and procedures as they relate to the daily operations and administration 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 the 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 written assessment or interview.
A minimum of seven (7) years of progressively responsible experience in administrative services of which 3 should be in diplomatic mission or international organization is required
Experience working with Enterprise Resource Planning based applications such as SAP/Umoja is required.
Experience in administrative policies and procedures in the United Nations or similar international organizations is desirable
Experience in preparing notes, correspondence, presentations, and reports is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
1. Processing of Visas
a) Provides information to staff members and other UN sponsored travelers on visa procedures, requirements and respond to queries.
b) Coordinate and liaise with Embassies/High Commissions regarding regulations for visas and maintain the visa applications database.
c) Review visa applications and supporting documents for completeness, accuracy, validity, and conformity with visa issuance requirements.
d) Draft and sign Note Verbales for each application attaching relevant forms.
e) Identifying problematic situations regarding visas and proposing possible solutions.
f) Coordination and follow up with Embassies/High Commissions on issuance.
g) Providing guidance to staff, reviewing and compiling documents for G4 request.
h) Drafting, To Whom It May Concern letters for travellers upon request.
i) Supervises and provides guidance to the visa clerk on priority deliveries upcoming processes and procedures, computer applications, etc.
j) Maintains a rapport with counterparts at Embassies/ High Commissions and Consulates.
2. Processing of UN Travel documents
a) Coordinates application of UNLP/Family Certificate/UN Certificate with UNOG.
b) Verifies information submitted in the UNLP application Portal and prints application and attachments for certification.
c) Monitors and provides updates information for UNLP and Visa on iSeek.
d) Works with ICTS on the continuous improvement of the iNeed applications portal with regards to UNLP applications.
e) Prepares Auto mail in UNON Portal and send package to MPAU within the set timelines.
f) Reviews newly issued Travel documents for accuracy, make copies for the file and updates the information on the Portal, thereby closing the application process.
g) Ensures timely dispatch of UNLPs to staff members in Nairobi and to outposted offices.
h) Keeps abreast of operational updates and respond to queries on UN Travel documents in line with set rules and regulations.
i) Coordinates the dispatch of UNLPs to UNOG for cancellation while maintaining a status log for ease of reference.
j) Maintains active and productive rapport with counterparts at UNOG and UNHQ.
3. Other duties.
a) Responds or drafts responses to routine correspondence and other communications.
b) Maintains data and file records and organizes archiving every two years.
c) Generates statistical reports related to Visa; UNLPs and other Travel documents.
d) Attends meetings related to Visa and UNLP processes.
e) Attends Consular workshops (upon invitation).
f) Monitors the systems to ensure timely clearance of staff members separating from the organization in the Staff Clearance Portal.
g) Performs other duties as assigned.
i) 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.
j) Assists with visualizations and updating information material such as web pages or brochures.