Kenya Administrative Associate (Protocol)

I. Position Information

Job Title: Administrative Associate (Protocol) Department: Operations Duty Station: Nairobi Reports to: Administrative Analyst Current Grade: ICS-6

II. Organizational Context

Under the guidance and direct supervision of the Administrative Analyst, the Administrative Associate (Protocol) facilitates and advises on protocol matters including accreditation, visa matters, shipping and customs clearance, motor vehicle registration and tax exemptions for UNDP Somalia and its administered agencies ensuring high quality and accuracy of work in order to obtain optimum services. He/she analyzes and interprets rules and guidelines and provides solutions to a wide spectrum of complex issues related to these services. The Administrative Associate (Protocol) captures and monitors costs for services rendered and ensures timely cost recovery and cost-effectiveness. He/she promotes a collaborative, client-focused, quality and results-oriented approach consistent with UNDP Rules and Regulations in the delivery of services to clients.

The Administrative Associate (Protocol) works in close collaboration with the Operations, Programme and Project teams in the country office, government counterparts, diplomatic missions and other resident and non-resident agencies.

III. Functions / Key Results Expected

Summary of key functions: 1. Implementation of operational strategies 2. Ensures efficient liaison support 3. Ensures effective administrative support 4. Coordination and arrangement of logistics for office events 5. Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies focusing on achievement of the following results:

 Full compliance of UN/UNDP rules and regulations, policies and strategies on protocol, shipping and customs.  Interprets, reviews and provides advice on protocol and immigration statutes on immunities and privileges, host country agreements, cross border activities.  Ensure implementation of cost saving measures through advanced planning and effective organization of daily/weekly schedules of work.

1. Ensures efficient liaison support focusing on achievement of the following results:

 Responsible for overseeing all protocol issues with the Ministry of Foreign Affairs (MOFA).  Liaises and follows up with the diplomatic and consular services on issuance of outbound visa.  Arranges for the processing of Personal Identification Numbers (PIN) and Kenya Driving Licenses for International Staff and their dependents. Ensure prompt clearance of UNDP consignments and shipments of personal effects of UN personnel (PRO B & C).  Liaises and follows up with the Ministry of Foreign Affairs and Immigration Department on passes and resident permit formalities as required for international staff including those of non-resident agencies whose APA is Nairobi.  Liaises and follows up with the Ministry of Foreign Affairs and Immigration Department on all new policy circulars or revisions on privileges and immunities.  Liaises with Airports Authority to provide meet and assist services.  Follows up on VAT exemptions for goods and services provided to UNDP and UN International Staff.  Follows up on the registration of motor vehicles of UNDP as well as privately owned motor vehicles of UN International Staff.  Follow up on accreditation matters such as Ministry Of Foreign Affairs Diplomatic Cards (PRO A) and notification of Departure (PRO D)

1. Ensures efficient administrative support , focusing on achievement of the following results:

 Drafts correspondence on protocol matters and guides CO team and other resident and non-resident agencies on appropriate protocol and correspondence guidelines when communicating with government and other external partners.  Conducts briefing for staff on their diplomatic privileges and immunities in Kenya.  Prepare briefing notes for new staff on immigration formalities and ensure that the information is continuously updated.  Guide staff on completing relevant host country applications governing privileges and immunities.  Maintain and ensure accuracy of the data stored in the electronic database and update the filing system, containing relevant information relating to staff members/dependants, their entitlements and ensure quick retrieval of required information. Track the expiry dates of documents and visas.  Actively undertakes cost recovery and ensures timely settlement of accounts by clients and projects for services provided.  Organization and coordination of shipments and customs clearances.

1. Ensures coordination and arrangement of logistics for office events in the CO focusing on achievement of the following results:

 Provides logistical support to the incoming missions, medical evacuations, and to the conferences/workshops and seminars.
 Interacts with the Ministry of Foreign Affairs, Immigration Department, Airports Authority and Ministry of Finance to obtain various clearances, security detail of VIPs, landing rights etc.  Works in close coordination with all departments within Operations, Programme, Projects and other UN agencies to ensure smooth flow of events.

1. Support to knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

 Participation in the trainings for the Programme, operations, projects staff and UN agencies on shipment, customs and protocol related topics.  Sound contributions to knowledge networks and communities of practice.

IV. Impact of Results

The key results have an impact on the provision of services and the credibility of the work processes of the Unit. Errors in the application of protocol processes will directly affect the credibility of the organization. Accurate data entry, presentation of information and client-oriented approach enhances UNDP’s capability in provision of efficient and first-class service.

V. Competencies and Critical Success Factors

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases  Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis  Researches best practices and poses new, more effective ways of doing things  Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures  Understands the main processes and methods of work regarding to the position  Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks  Strives to keep job knowledge up-to-date through self-directed study and other means of learning  Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change  Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems  Uses information/databases/other management systems  Provides inputs to the development of simple system components  Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: Maintains effective client relationships  Reports to internal and external clients in a timely and appropriate fashion  Organizes and prioritizes work schedule to meet client needs and deadlines  Establishes, builds and sustains effective relationships within the work unit and with internal and external clients  Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information  Gathers and disseminates information on best practice in accountability and results-based management systems  Prepares timely inputs to reports

Core Competencies:  Demonstrating/safeguarding ethics and integrity
 Demonstrate corporate knowledge and sound judgment  Self-development, initiative-taking  Acting as a team player and facilitating team work  Facilitating and encouraging open communication in the team, communicating effectively  Creating synergies through self-control  Managing conflict  Learning and sharing knowledge and encourage the learning of others.  Promoting learning and knowledge management/sharing the responsibility of each staff member.  Informed and transparent decision making

VI. Recruitment Qualifications

Education: Completion of Secondary education with specialized training in administration, diplomacy or related field. University Degree in Business or Public Administration desirable, but it is not a requirement.

Experience: • 6 years of relevant experience in administration or programme support service. • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). • Experience in handling of web-based management systems. • Knowledge of UN and GOK protocol, immigration, customs and excise processes, procedures, policies, working methods and practices

Language Requirements:
Fluency in oral and written English

How to apply:

“Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/.