Protocol Assistant (Temporary)

Job Posting Organization:
The United Nations Office at Nairobi (UNON) serves as the UN headquarters in Africa and is responsible for supporting the implementation of various UN programs, including the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat). Established to facilitate the UN's operations in Kenya, UNON provides essential administrative, security" style="border-bottom: 1px dotted #007bff !important;">security, conference, and information services to various UN offices in the region. The organization plays a crucial role in fostering international cooperation and development, with a focus on sustainable environmental practices and urban development. UNON is a vital hub for UN activities in Africa, contributing to the global mission of the United Nations.

Job Overview:
The Protocol Assistant position at UNON is integral to the smooth operation of host country services. The incumbent will be responsible for a range of administrative tasks that facilitate the onboarding and support of UN staff and their dependents in Kenya. This includes managing the issuance of diplomatic identity cards, processing re-entry passes, and ensuring compliance with local regulations regarding vehicle registration and driving licenses. The role requires a proactive approach to liaising with host country departments to ensure timely processing of necessary documentation. The Protocol Assistant will also assist in maintaining the unit's website and standard operating procedures, ensuring that all staff are well-informed about the processes involved in host country relations. This position demands a high level of professionalism, client orientation, and technological awareness, as the incumbent will be expected to utilize various e-government systems and maintain accurate records.

Duties and Responsibilities:

• Arrange notifications to the host country government regarding the arrival of new staff and their dependents, including the issuance of diplomatic identity cards and personal identification numbers.
• Process notifications of departure for staff leaving the country and manage renewals of diplomatic identity cards.
• Ensure timely issuance and renewal of re-entry passes for staff and their dependents, as well as entry permits for non-Kenyan locally recruited staff.
• Manage the issuance and renewal of Kenyan driving licenses and vehicle registrations for UN staff.
• Process official Value Added Tax (VAT) exemptions and claims for staff members.
• Coordinate the issuance of airport passes for senior staff members.
• Maintain accurate and up-to-date content on the host country relations unit website and assist in staff training.
• Draft correspondence and assist with data collection and analysis for reporting purposes.
• Support the preparation of visual materials and updates for information dissemination. 1
• Perform additional duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with supplementary training in a relevant field being desirable. A minimum of five years of experience in general office administration is required, with practical experience in areas such as accreditation, duty-free processing, VAT exemptions, and vehicle registration in a diplomatic context. Familiarity with e-government systems such as IPMIS, eCitizen, NTSA, eFNS, and iTax is essential. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Additionally, experience in data analytics or related fields is considered an asset.

Educational Background:
Completion of a high school diploma or equivalent is mandatory for this position. While supplementary training in a relevant field is desirable, it is not strictly required. The educational background should ideally support the administrative and operational functions of the role, particularly in relation to protocol and liaison activities.

Experience:
The position requires a minimum of five years of relevant experience in general office administration. This experience should encompass all aspects of protocol and administrative support within a diplomatic setting. Candidates with a first-level university degree may have this requirement reduced by two years. Practical experience in managing accreditation, VAT exemptions, vehicle registration, and driving license processing is crucial. Familiarity with e-government systems and data analytics is also highly desirable, with at least one year of experience in data-related tasks being an advantage.

Languages:
English is the mandatory working language for this position, with proficiency required at a level that allows for effective communication and documentation. French is also recognized as a working language of the United Nations Secretariat, and while it is not mandatory for this position, knowledge of French may be considered an asset. Candidates should refer to the UN Language Framework for specific language proficiency requirements.

Additional Notes:
The position is temporary and may involve specific contract durations that are not detailed in the job posting. It is essential for candidates to be aware of the seniority level associated with this role, which is classified as a support position within the UN framework. The role is full-time, and candidates should be prepared to work in a dynamic environment that may require international collaboration and adherence to UN standards and practices.