Regional Protocol Office Administrative Assistant Job in Kenya

Regional Protocol Office Administrative Assistant

Main Objective &
Responsibility For The Position

The position of
the Administrative Assistant is to support the administration of all
aspects of the HCA and ensure that MSF staff and operations are following the
required procedures and ensuring that the maximum use of the benefits is made
within clear guidelines and policies.

To
provide efficient & effective support to the Regional office and MSF
sections in the application and lodgement of exemptions for all work permit
exemptions, visas, dependant passes, imports; and applications for registration
of diplomatic vehicle plates with the Ministry of Foreign Affairs (MoFA) and
the National Transport and Safety Authority (NTSA). 

Establish
and maintain relations with MSF sections to ensure that all imports and motor
vehicle registrations are lodged and followed up in a timely and efficient
manner.

The Administrative
Assistant will be accountable to the Head of Regional Protocol Office
(HRP) and will from time-to-time support and cover for
the Liaison Officer as and when required.

Tasks &
Responsibilities

Application for work
permit exemptions, visas, diplomatic and dependant pass

In
consultation with the MSF sections (Belgium, France, Holland, Spain and
Switzerland) and Deputy Regional Representative, lodge applications for work
permit exemptions, visas, diplomatic and dependant passes (and Airport passes
where applicable) for all MSF officials and their dependants with the Ministry
of Foreign Affairs. 

Receive
all requests and documentation for application of work permit exemptions and
dependant passes for all MSF officials of all the Sections (Belgium, France,
Holland, Spain and Switzerland).

Draft
Note Verbales, letters and other documents as required, for checking and
signature by the HRP

Manage
and maintain all applications on the IPMIS system. 

Support
the relevant staff of the MSF sections to ensure that the correct primary and
supporting documentation is provided to the Regional Office in order to
guarantee a successful application and/or extension of a work permit,
diplomatic and dependant passes. 

Follow
up closely to ensure that the MoFA deals with the applications timely and that
they are forwarded to the Ministry of State for Immigration without undue delay.

Support
diplomatic engagements with the Ministry of Foreign Affairs to expedite
granting of work permit exemptions where special circumstances within MSF
demand that the permit be granted within a shorter period of time than the MOFA
stipulated timeframes.\

Ensure
that all the documents, passports and resident passes, are distributed to the
relevant Sections as soon as possible after receipt from the MoFA.

Liaise
with the MSF sections and keep them updated on the status of the pending
applications for work permits, diplomatic and dependant passes. 

Submit
for cancellation in a timely manner, diplomatic and dependant passes to the
Ministry of Foreign Affairs of officials who have completed their missions, as
well as those officials who have ended their missions before expiry of their
work permits.

Assist
the Head of Regional Protocol Office (HRP) in organizing refresher trainings to
HR and Administration staff of the MSF sections on the processes and
requirements of successful and seamless application and/or renewal of work
permits, diplomatic and dependant passes.

Maintain
exemplary external working relationships with relevant Government
officials and authorities, principally those of the Ministry of Foreign
Affairs.

Prepare
Note Verbales for approval by the MoFA to support applications by MSF officials
for Personal Identification Numbers (PIN) and Kenya Driving Licenses.

Customs Duty, IDF and
Motor Vehicle Registrations

In
consultation with the MSF sections (Belgium, France, Holland, Spain and
Switzerland) and the Deputy Regional Representative, lodge applications for
exemptions of customs duty, IDF and applications for motor vehicle
registrations for all sections at the Ministry of Foreign Affairs, Kenya
Revenue Authority (KRA) and the NTSA.

Liaising
with SNEA, SKID, Kenya Logbase and MSF Sections keeping them updated on the
status of the pending exemptions of duty, IDF and VAT.

Lodge
and manage applications for motor vehicle and motorcycle registration and
deregistration, logbooks & diplomatic number plates with the MoFA and the
NTSA.

Assist
in management of the TIMS account for MSF official vehicles. 

To
comply and follow the IPMIS system/process requirements and maintain the
applications of Pro 1 Bs.

Follow
up closely with the above-mentioned government entities to ensure applications
are dealt with timely and that they are forwarded to the next relevant
authority without undue delay. 

Liaise
with the Supply Centres of the different MSF sections and keep them updated on
the status of the pending exemptions.

Timely
distribute all duly authorized exemptions to the Supply Centres for onward
transmission to clearing agents. 

Assist
the Head of Regional Protocol Office (HRP) in organizing regular refresher
trainings to Finance, Procurement, Supply and Administration staff of the MSF
sections on the processes and requirements of successful and seamless
application for exemptions for customs duty, IDF and motor vehicle and
motorcycle  registrations.

Maintain
exemplary external working relationships with relevant Government officials and
authorities, principally those of the Ministry of Foreign Affairs, Ministry of
Health, Ministry of Finance, Kenya Revenue Authority and the National Transport
and Safety Authority.

Records, Reporting and
Meetings

Preparing
a consolidated weekly report for the MSF sections with an update of immigration
status of their officials and dependents which culminates to information for
quarterly report.

Preparing
a consolidated weekly report for the MSF sections with an update of imports
& status of official motor vehicles which culminates to information for
quarterly report.

Keeping
records of all passports, ID Cards received and/or distributed.

Keeping
records of all duty exemptions, motor vehicle and motorcycle registrations and
related documents/ information received and/or distributed.

Keeping
up-to-date filing for all official organization documents as required.

Assist
the HRP in Protocol briefing for new officials from MSF Sections.

Attend
any relevant internal and external meeting(s) as may be deemed necessary.

Others

Provide
input in review/update of policies and procedures.

Prepare
handover documents and reports for follow-up during absence. 

Ensure
activity/work plans are followed through and updated regularly with the
supervisor, and active participation in annual plan and reviews for the unit’s
activities.

Identify
opportunities for service improvement.

Support
in related functions including providing cover for the counterpart Liaison
Officer as necessary.

Qualifications

Education And Experience

Relevant
Degree from a recognized university. 

Experience
in Administration and HCA related matters. 

Experience
with MSF will be an added advantage. 

Knowledgeable
of and interested in the international humanitarian context. 

Good
IT knowledge.

Experience
in Customs, immigration and tax requirements/Law in Kenya.

Competencies

Commitment
to MSF’s Principles

Flexibility

Stress
Management 

Cross-Cultural
Awareness 

Analytical
Thinking 

Results
and Quality Orientation 

Service
Orientation 

Planning
and Organizing 

Teamwork
and Cooperation 

Initiative
and Innovative

How To Apply

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