Date of expiration is Tuesday, October 31, 2023 | Administrative & Protocol Assistant Job Vacancy In Nairobi | UNDP
- Administrative and Protocol Assistant
- Nairobi, Kenya is the location.
- The deadline for submissions is October 31 at Midnight New York Time.
- FTA Local Contract Type
- GS-5 Post Level
- Required Languages: English
- Initial Contract Term: One Year
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responsibilities and obligations
- Offer protocol support to the regional office and the country office in Kenya:
- Organize the entering of information, the maintaining of records, and the correspondence with the host nation while assuring the secure handling of sensitive documents, such as copies of passports and visa applications;
- communicate with all workers in a timely manner with protocol policies and activities concerning the UN system at the national level;
- assist, when necessary, the country office and regional management in organizing special arrangements for VIPs attending events;
- Support the preparation of official luncheons, dinners, and receptions with procedure;
- Draft routine letters on a range of protocol-related topics, and as needed, type notes verbales;
- Join forces with the appropriate authorities to arrange high-level visits.
- Support the Protocol in accordance with UN Women’s rules, directives, and strategies as well as the Host Country Protocol:
- Organize the issuance of diplomatic identity cards and personal identification numbers, as well as the notification of the host country’s government of staff members’ arrival and departure and the arrival and departure of their dependents;
- As soon as a diplomatic identity card expires, make sure you renew it promptly and follow up with the appropriate host government department(s);
- Ensure the prompt processing of re-entry passes for employees and their dependents, entry permits for foreign workers hired locally, visa extensions for interns and consultants, and the issuance of Kenya entry visas for meeting attendees, and follow up with the pertinent host government department(s);
- Make sure that the issuing and renewal of Kenyan driver’s licenses, official and private vehicle registration, transfer and disposal of the aforementioned vehicles, and the issuance and retrieval of their license plates are all completed on time, and follow up with the appropriate host country department(s).
- Providing office, HR, and asset management with administrative support:
- Provide assistance to the finance team as needed in processing (VAT) exemptions, annual VAT blanket exemptions for official/staff accounts, and individual staff members’ V.A.T. claims;
- providing conference, workshop, retreat, and interview administrative support;
- data on HR compliance, such as performance appraisal reports and leave records, should be monitored and kept up to date;
- Maintain a procedure for HR filing that protects sensitive information;
- oversee the distribution, inventory, and record-keeping of stationery;
- maintain asset management records and create necessary reports;
- Files and data pertaining to office space and upkeep should be organized and kept current.
Competencies
- Core Principles:
- Considering Diversity
- Integrity
- Professionalism
- Principal Competencies
- Sensitivity to and awareness of gender issues
- Accountability
- Problem-solving in a Novel Way
- Successful Communication
- Inclusive Partnership
- Stakeholder Participation
- Setting the Bar High
Functional Capabilities
- the capacity to manage administrative procedures and operations;
- the capacity to undertake confidential job;
- a thorough understanding of administrative laws and regulations;
- good web-based management and IT skills;
- outstanding communication abilities and good diplomatic skills.
- required knowledge and expertise
- Education and licensing:
- Secondary schooling must be finished.
- An advantage is having a bachelor’s degree in business administration or a similar profession.
Experience:
- a minimum of five years of experience in progressively responsible positions in administration, purchasing, human resources, or logistic support.
- It is necessary to have prior computer and office software (MS Word, Excel, etc.) experience.
- It is necessary to have prior experience with procedure or working with government partners.
Language prerequisites
- English proficiency is necessary.
- French, Arabic, Chinese, Russian, or Spanish are among the other UN official working languages that knowledge of would be advantageous.
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