Closing: Mar 7, 2023
This position has expiredPublished: Mar 1, 2023 (24 days ago)
Job Requirements
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Job Summary
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Competencies
PROFESSIONALISM: Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; Ability to communicate effectively with staff at all levels, and to negotiate with government officials; Ability to perform analysis, modeling and interpretation of data in support of decision-making; Shows pride in work and in achievements; Demonstrated ability to apply good judgment in the context of assignments given; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
Education
Completion of High school diploma or equivalent is required. Administrative training is highly desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Work Experience
A minimum of five years of progressively responsible experience in administration or related area, at least two of which must be in the administration of host country services/protocol services is required.
Practical experience in at least two of these areas; accreditation, duty-free, value-added tax exemption, vehicle registration and driving license processing in a diplomatic setting is required.
Experience with e-government systems (e.g. IPMIS, NTSA/TIMS, eFNS and iTax) is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
Responsibilities
Competencies
PROFESSIONALISM: Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; Ability to communicate effectively with staff at all levels, and to negotiate with government officials; Ability to perform analysis, modeling and interpretation of data in support of decision-making; Shows pride in work and in achievements; Demonstrated ability to apply good judgment in the context of assignments given; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; Delivers outputs for which one has responsibility within prescribed time, cost and quality standards; Operates in compliance with organizational regulations and rules; Supports subordinates, provides oversight and takes responsibility for delegated assignments; Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
Education
Completion of High school diploma or equivalent is required. Administrative training is highly desirable.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Work Experience
A minimum of five years of progressively responsible experience in administration or related area, at least two of which must be in the administration of host country services/protocol services is required.
Practical experience in at least two of these areas; accreditation, duty-free, value-added tax exemption, vehicle registration and driving license processing in a diplomatic setting is required.
Experience with e-government systems (e.g. IPMIS, NTSA/TIMS, eFNS and iTax) is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
1. Liaises with government offices namely, Ministry of Foreign Affairs, Immigration Department, Kenya Revenue Authority and Registrar of Motor Vehicles and handles documents and issues related to immigration, duty-free and tax provisions of the Host Country Agreement for UNEP, UN-HABITAT and UNON, as well as entitled staff.
2. Prepares and monitors documents submitted to the Host Country departments: Notification of arrival and departure, issuance/renewal of diplomatic identity cards/personal identification numbers, issuance/renewal of re-entry passes for staff members and their dependants, issuance/renewal of entry permits for non-Kenyan locally recruited staff members, extension of visitors passes for interns and consultant, issuance of Kenya entry visas for meeting participants, issuance/renewal of Kenyan road/driving licenses for official vehicles as well as for the private vehicles of privileged staff members and their dependants; registration of new vehicles purchased officially by the organizations as well as privately, by privileged staff members and their dependants; transfer/disposal of the above-mentioned vehlces, V.A.T. exemptions for the organizations as well as individual staff members and promptly follows up and minimizes delays in processing.
3. Responsible for filing of documents and updating the electronic database containing relevant information on staff members/dependants, their entitlements, and vehicles; ensures that the data stored in the electronic database is accurate and that all documents relating to staff members are properly and systematically filed; tracks the expiry dates of documents, visas, and reminds the affected staff members to initiate action for renewal of the same in good time. Generates and prints reports on various aspects of the running of the unit as and when required by querying the database.
4. Maintains the host country relations unit website. Ensures up-to-date, accurate and consistent content of the website. Updates the guidelines and procedures relating to the filling of relevant forms by the staff members.
5. Educates and provides guidance to staff on exercising their entitlements; reports on statistics and performance.
6. Drafts correspondence, notes verbales, covering letters.
7. Stands in for the administrative assistants in HCSU 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. Performs other related duties as required.
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