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.
• 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 to one (1) year for candidates who possess a first level University degree.
• Practical experience in ALL 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 ALL the following e-government systems: Integrated Protocol Management Information Systems (IPMIS), eCitizen platform/National Transport and Safety Authority (NTSA), The Republic of Kenya electronic Foreign National Services (eFNS) and iTax is required.
• One (1) year or more of experience in data analytics or related area is desirable.