The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the representative office of the Secretary-General. We support programme implementation of the UN Environment Programme (UNEP) and UN Human Settlements Programme (UN-HABITAT) globally, as well as other UN offices in Kenya, by proving administrative, conference and information services (www.unon.org). These posts are located in Host Country Services Unit (HCSU) of Support Services Service, Division of Administrative Services, United Nations Office at Nairobi. Under the supervision of the Manager, HCS, the incumbents will be responsible for the following duties:
Responsibilities
1. Assist the field team in ensuring that there is a smooth flow of applications to the host government offices as follows: a. Receive and verify applications for dispatch from the administrative assistants and ensuring that all required supporting documentation is attached; b. Scan and uploading the required documentation to the HCSU_IPMIS online drive; c. Confirm that the application owners are registered in the Ministry of Foreign Affairs Integrated Protocol Management Information System, and if not, carry out the appropriate registration; d. Update the status of cases in the HCSU Processmaker Application.
2. Assist the Liaison Assistants in processing applications returning from host government offices as follows: a. Update the status of cases in the HCSU Processmaker Application and in the manual registers; b. Submit the applications to the Team Assistant for collection by clients; c. Record all rejected applications and route them to the appropriate Administrative Assistant for further processing.
3. Assist the Field Team in ensuring the timely processing: a. 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 b.Track expiry dates of documents and visas and notify clients to initiate renewal action in good time.
4. Assist the Field Team in: a. Maintaining the records of all vehicles, owners, number plates and logbooks, the transfer and disposal of vehicle, and in the generation of reliable reports and statistics. b.Prepare draft correspondence, note verbals, covering letters, and reports upon request.
5. Perform any other related duties as may be assigned.
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. 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
High school diploma or equivalent is required. Additional/supplemental training in customer service relations /client orientation, administration, or related area, is desirable. Certification in customer relations, 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. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
Work Experience
A minimum of three (3) years of experience in administrative services, office management or related area is required.
Working experience/exposure to diplomatic or protocol environment and procedures is desirable.
Experience in an international setting 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 another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
• This position is temporarily available for a period of three (3) months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
• Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.
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