PROTOCOL ASSISTANT (Temporary)

Organizational Context

The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa, supporting UNEP, UN-Habitat, and the Resident Coordination System globally. UNON provides essential administrative, security, conference, and information services to UN offices in Kenya and worldwide. This role is situated within the Central Support Services, specifically the Host Country Services Unit.

Job Purpose

The Protocol Assistant will support the Host Country Services Unit at UNON by managing critical protocol-related functions. This includes facilitating the processing of diplomatic identity cards, entry permits, visas, and re-entry passes for staff, dependents, interns, and meeting participants. The role also involves managing vehicle-related documentation, VAT exemptions, and airport passes. Additionally, the incumbent will assist in maintaining unit documentation, conducting inductions, drafting correspondence, and supporting data analysis and reporting to ensure smooth operations and compliance with host country regulations. This position is crucial for maintaining effective relations with the host government and facilitating the work of UN personnel.

Responsibilities

Manage the notification process for arriving and departing staff and their dependents with the host country government, including the issuance and renewal of diplomatic identity cards and personal identification numbers. Process re-entry passes, entry permits for non-Kenyan staff, entry visas for meeting participants, and extensions for interns and consultants. Oversee the processing of Kenyan driving licenses for official and private vehicles, vehicle registration, transfers, disposals, and number plate management. Handle official VAT exemptions and individual staff VAT claims. Coordinate the issuance of temporary and annual airport passes for eligible senior staff. Assist in maintaining unit website content, standard operating procedures, and guidelines, and conduct inductions for new staff. Draft official correspondence, note verbales, and covering letters. Provide cover for other protocol assistants as needed. Support data collection, analysis, visualization, and reporting for informed decision-making and knowledge management.

Work Experience

A minimum of five years of general office administration experience is required, reduced to three years with a first-level university degree. Essential practical experience includes accreditation, duty-free processing, VAT exemption, vehicle registration, and driving license processing within a diplomatic setting. Proficiency with specific e-government systems (IPMIS, eCitizen, NTSA, eFNS, iTax) is mandatory. One year of data analytics experience is desirable.

Skills

Professionalism, Client Orientation, Technological Awareness, Database Maintenance, Basic Research, Data Analysis, Modeling, Interpretation, Communication, Organization, Attention to Detail.

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