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Protocol Assistant , G5

Responsibilities

  • 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).
  • 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).
  • Ensure timely processing of:
    • the issuance/renewal of Kenyan driving licenses for official vehicles as well as for the private vehicles of privileged staff members and their dependents;
    • registration of new vehicles purchased officially as well as privately by privileged staff members and their dependents;
    • transfer/disposal of the above-mentioned vehicles;
    • the issuance and retrieval of number plates for the above-mentioned vehicles. Monitor and follow up delays with the relevant host country department(s).
  • 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).
  • Coordinate the issuance of temporary and annual airport passes for the eligible senior staff members of UN subscribing agencies.
  • 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.
  • Draft correspondence, note verbales, covering letters. Stand in for the other protocol and liaison assistants in the unit in their absence.
  • 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 duties as may be assigned.

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; 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 secondary education/ high school diploma is required.
  • Diploma from technical college in a field relevant to the post is desirable.

Work Experience

  • A minimum of five (5) years of experience in general office administration is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
  • Practical experience in ALL 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 required.
  • 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 English is required; Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.

Liaison Assistant (IT), G5

Responsibilities

  • Assists the Chief in the integration of HCSU software application systems in the Host Government Departments (Ministry of Foreign Affairs, Kenya Revenue Authority, National Transport & Safety Authority, Kenya Airports Authority, Kenya Police) that support the provision of diplomatic privileges to the UN agencies, staff, consultants, interns and their dependents in the following areas:
    • Accreditation.
    • Duty-Free.
    • Immigration.
    • Value Added Tax (VAT).
  • Stands in as Protocol Information and Communication Technology (ICT) focal point between UNON-ICT, HCSU and the Host Government ICT departments in the absence of the Chief:
    • Ensures functionality of relevant APIs (Application Programming Interfaces):
    • Coordinates support on software development matters, including security, data integrity and recovery; assists with needs assessment for new systems (including modifications to existing systems):
  • Provides basic support in the design, development, implementation, and maintenance of customized workflows based on the Unit’s Process Maker, Data Manager and Queue management software applications:
    • Assists the Chief in the definition and specification of requirements; builds, tests, and modifies prototype application software based on detailed instructions; installs and maintains software systems.
    • Installs application systems software and hardware according to specifications.
    • Assists the Information and Communication Technology Services (ICTS) team in troubleshooting, maintaining, making minor alterations to the business process management system to support daily operations.
  • Supports HCSU’s core client business process management application and the field office staff to ensure the smooth processing of documentation and tracking of all documentation submitted to Government offices and other UN agencies:
    • Provides user support to the Protocol/Liaison/Team assistants (users).
    • Performs ongoing reviews with users and responds to requirements; requests, implements, provides operational support, and maintains various applications.
    • Maintains regular contact with users and technical staff in user offices and provides support as required.
    • Assists the field team by maintaining the databases containing records of all internal business processes. Reporting & Documentation:
    • Drafts instruction manuals and generates a generates a variety of standard statistical and other reports.
    • Tracks expiry dates of documents and visas and notifies clients to initiate renewal action in good time.
  • 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.
  • Performs other related duties as assigned.

Competencies

  • PROFESSIONALISM: Knowledge of relevant programming language(s) and basic programming skills. Good technical skills. Ability to participate in development and maintenance of applications, provide user support. Ability to respond to changing requirements and assignments. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 limitations 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.
  • Completion of diploma in Protocol and Information Communication Technology (ICT) is desirable.

Job – Specific Qualification

  • A technical certificate in ProcessMaker 3 Advanced Architect Course and/or ProcessMaker 3 Developer Course is desirable.
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Work Experience

  • A minimum of five (5) years of progressively responsible work experience in supporting ICT infrastructure related to integration of diverse systems or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
  • Experience in application of legislation covering diplomatic privileges and immunities, immigration regulations and provisions of Host Country Agreements is required.
  • Experience with Business Process Management and the Business Process Modeling Notation (BPMN) is desirable.
  • Experience in full stack and API (application programming interface) development 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 English and fluency in Swahili or Kiswahili is required. Knowledge of another official United Nations language is desirable.

Human Resources Assistant (Multiple Positions), G6

Responsibilities

  •  Carries out on-boarding processes of selected candidates, processes personnel action (PA), issues Letter of Appointment, and conducts orientation training; monitors contract expiration dates and processes requests and actions contract extension; conducts eligibility review of staff for contract conversation.
  •  Processes temporary and permanent staff movements and related administrative actions including those related to inter-agency agreements.
  •  Processes staff benefits and entitlements.
  •  Processes off boarding and related separation personnel actions.
  •  Reviews and prepares submission of documentation to the Pension fund relating to enrollment, award for disability benefit.
  •  Advises staff on entitlements and benefits, processes them in the system.
  •  Maintains family status of staff members and administers respective dependency entitlements.
  •  Reviews and approves time and attendance requests (maternity leave, paternity leave, certifies sick leave, special leave without pay (SLWOP); Rest and Recuperation (R&R) etc.
  •  Monitors implementation and compliance with existing regulations through review of personnel actions processed in Enterprise Resource Planning (ERP), monitors Enterprise Core Component (ECC) reports and staffing tables for a variety of human resources activities.
  •  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.
  •  Ensures that requirements and background information used for data analysis are documented.
  •  Performs other relevant duties as required.

Competencies

  • PROFESSIONALISM: Ability to apply knowledge of various United Nations administrative and human resources rules and regulations in work situations. Ability to perform a broad range of administrative/personnel actions, entitlements and benefits. Ability to identify issues, apply good judgement and formulate opinions/recommendation and conclusion. Demonstrates use of initiative and makes appropriate linkages in work requirements and anticipates next steps.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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
  • COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.
  • 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.
  • Supplemental training and certification as Enterprise Resource Planning (ERP) Human Resources Partner is desirable.

Work Experience

  • A minimum of seven (7) years of progressively responsible experience in human resources management, administrative services or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first-level University degree.
  • Experience in the application of Human Resources rules and regulations in an international organization operational environment is required.
  • Experience in administering a broad range of personnel actions, entitlements and benefits using Enterprise Resource Planning (ERP) systems is desirable.
  • Experience of serving clients in the area of staff administration of entitlements and benefits in the UN Common system or similar organization is desirable.
  • Work experience of one (1) year or more 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 English is required. Knowledge of another official United Nations language is desirable.

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