Protocol Assistant, G4 at United Nations Office at Nairobi (UNON)

• 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.

• 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.

• 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.

• 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.
• Assisting 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.
• Assisting with visualizations and updating information material such as web pages or brochures.
• Performing other related duties as assigned.

• Ability to undertake basic research and gather information from standard sources;
• Demonstrates 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.

• 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.

• 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.

• Completion of secondary education/high school diploma is required. Supplementary training in a field relevant to the post is desirable.

• Not available.

• 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 to one (1) year for candidates who possess a first level University degree.
• Working 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 ALL the following e-government systems: Integrated Protocol Management Information Systems (IPMIS), eCitizen platform/National Transport and Safety Authority (NTSA), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is required.
• One (1) year or more of experience in data analytics or related area is desirable

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