Responsibilities
Assisting the field team in ensuring that there is a smooth flow of applications to the host government offices, as follows:
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.
Assisting the liaison assistants in processing applications returning from host government offices by:
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.
Assisting the field team in ensuring the timely processing of the following applications for the organization and eligible internationally recruited staff members and their dependents:
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.
Assisting the field team in:
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.
Assist 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.
Assist with visualizations and updating information material such as web pages or brochures.
Perform other related duties as assigned.
Education
Completion of secondary education/high school diploma is required. Supplementary training in a field relevant to the post is desirable.
Work Experience
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 by two (2) years for candidates who possess a first level University degree.
Experience in at least three 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 e-government systems such as Integrated Protocol Management Information Systems (IPMIS), National Transport and Safety Authority (NTSA-TIMS), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is desirable.
One (1) year or more of experience in data analytics or related area is desirable.
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