Org. Setting and Reporting

The United Nations Office at Nairobi (UNON) is the UN headquarters in Africa and the Director-General of UNON is the representative of the Secretary-General in Kenya. UNON supports programme implementation of the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the Resident Coordination System (RCS) globally, as well as other UN offices in Kenya, by providing administrative, security, conference and information services (www.unon.org).

This position is located in the United Nations Office at Nairobi (UNON), Central Support Services (CSS), Host Country Services Unit (HCSU). The Associate Liaison Officer will report to the Manager, HCSU. Within delegated authority, the incumbent will be responsible for the following duties:

Responsibilities

Operational and Liaison Functions:
1. Coordinate day-to-day operational matters with Unit supervisors to address, negotiate, resolve daily work activity relating to service delivery to HCSU clients.
2. 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.
3. Maintain up to date standard operating procedures and guidelines relating to service delivery.
4. In the absence of the Chief, HCSU, represent the unit in:
a) the Integrated Protocol Management Information Systems (IPMIS) technical committee strategy meetings hosted by the Ministry of Foreign Affairs and Diaspora;
b) Host Country Liaison Committee meetings;
c) ad-hoc meetings called by the host government departments and
d) Common Services Management Team.
5. Coordinates airport courtesy requirements for UN agencies with Host government entities.

General Administration:
1. Prepare draft correspondence, note verbal’s, cover letters, reports, briefing notes, talking points and presentations for the Chief, HCSU.
2. 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).
3. 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.
4. Monitor, track, and report on unit’s compliance to established key performance indicators (KPIs).
5. 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.
6. Documents requirements and background information used for data analysis.

Budget and Finance;
1. Prepare, for approval by the Chief, cost estimates and budget proposals, in terms of office resource requirements such as staff and non-staff requirements.
2. Monitor budget implementation and recommend reallocation of funds when necessary.
3. Monitor expenditures to ensure that they remain within authorized/approved levels.
4. 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.
5. Prepare draft documentation with respect to budget performance submissions for approval by the Chief, HCSU.
6. Prepare quarterly billing data/reports for UN Funds, Programmes and Specialized Agencies subscribed to HCSU services.

Human Resource Management;
1. 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.
2. Provide information regarding conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations to junior staff members.
3. 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.

NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of” confident” in two of the four areas.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment against this position is for an initial period of one year and may be subject to extension.

THIS POSITION IS OPEN TO NATIONALS OF KENYA ONLY. National Professional Officer category shall be of the nationality of the country where this position is located and will be recruited in the country or within commuting distance of the office. If no suitable local candidate is identified, Kenya nationals residing elsewhere may be considered, in which case the candidate would be responsible for any costs related to traveling and relocating to Kenya in the event of an employment offer.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants : When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. ” The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse
and inclusive environment of mutual respect.

The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.