Responsibilities
Operational and Liaison Functions:
Coordinate day-to-day operational matters with Unit supervisors to address, negotiate, resolve daily work activity relating to service delivery to HCSU clients.
Liaise with UN-GoK Service Centre to ensure the smooth processing of applications, negotiate resolution of emerging issues, keep abreast of daily press, and highlight issues that may adversely affect the administration of the privileges of the UN.
Maintain up to date standard operating procedures and guidelines relating to service delivery.
In the absence of the Chief, HCSU, represent the unit in:
the Integrated Protocol Management Information Systems (IPMIS) technical committee strategy meetings hosted by the Ministry of Foreign Affairs and Diaspora;
Host Country Liaison Committee meetings;
ad-hoc meetings called by the host government departments and
Common Services Management Team.
Coordinates airport courtesy requirements for UN agencies with Host government entities.
General Administration:
Prepare draft correspondence, note verbal’s, cover letters, reports, briefing notes, talking points and presentations for the Chief, HCSU.
Perform other administrative duties, as required (e.g., operational travel, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).
Prepare draft proposals for new services to address the statutory and legal obligations of UN staff who have engaged local household staff and provide protocol services to agencies.
Monitor, track, and report on unit’s compliance to established key performance indicators (KPIs).
Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting.
Documents requirements and background information used for data analysis.
Budget and Finance;
Prepare, for approval by the Chief, cost estimates and budget proposals, in terms of office resource requirements such as staff and non-staff requirements.
Monitor budget implementation and recommend reallocation of funds when necessary.
Monitor expenditures to ensure that they remain within authorized/approved levels.
Review all requisitions generated by the Umoja system for goods and services to ensure correct objects of expenditure have been charged and confirm availability of funds.
Prepare draft documentation with respect to budget performance submissions for approval by the Chief, HCSU.
Prepare quarterly billing data/reports for UN Funds, Programmes and Specialized Agencies subscribed to HCSU services.
Human Resource Management;
Support the Chief, HCSU in actions related to the administration of the unit’s human resource activities, e.g., recruitment, placement, promotion, performance appraisal, job classification reviews, separation of staff members, training etc., ensuring consistency in the application of UN rules and procedures.
Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations to junior staff members.
Provide information on unit’s staffing needs for inclusion in department’s staffing table.
Competencies
PROFESSIONALISM: A practical understanding of the Host Country Agreement (HCA) of 1975 between the Government of Kenya and the UN. Ability to correctly apply legal provisions of the HCA. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Education
Advanced University degree (Master’s degree or equivalent) in business administration, law, international relations, political science, language or communication studies is required. A first-level university degree in combination with 2 additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is desirable.
Work Experience
A minimum of two (2) years of relevant and progressively responsible working experience in an international organization/diplomatic mission is required.
At least two (2) years of hands-on experience in the administration of privileges and immunities of international/diplomatic organizations in Kenya is required.
Experience in supervising a group of at least ten (10) mid-level subordinates is required.
Knowledge of UN policies, procedures and operations is required.
Working knowledge of legislation covering diplomatic Privileges and Immunities, immigration regulations and provisions of Host Country Agreements, including those of UN Agencies is required.
Practical experience in the immigration field in the host country framework is desirable.
Working knowledge of customs procedures governing diplomatic privileges is desirable.
Work experience of one (1) year or more in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Swahili is required. Knowledge of another official United Nations language is desirable.
Apply via :
careers.un.org
