Closing date: Thursday, 23 April 2015
INTERNAL VACANCY ANNOUNCEMENT - 15-0017693
Job Title: Administrative Assistant (Protocol)
Post Grade: Service Contract, SC-5
Duty Station: Nairobi
Date of issue: 10 April 2015
Deadline for application: 23 April 2015
Accountabilities: Under the direct supervision of the Administration Officer and the overall supervision of the Head of Finance and Administration, the incumbent will perform the following duties
Major Duties and Responsibilities
VAT Applications.
- Apply for VAT exemptions for KCO Non-Food suppliers and entitled international staff members.
- Register all applications and monitor the approvals and/or rejections of the same.
- Maintain good relations with respective internal and external clients and Government authorities, communicating any requirements and or directives from Government.
- Provide monthly reports on the status of VAT application exemptions.
Bulk Fuel Duty Exemptions.
- Focal point for the exemptions of duty on bulk fuel.
- Prepare and process documentation for exemption of duty on bulk fuel purchases. Including PRO 1B application to Petroleum Marketing Unit Treasury and MOFA, Form C34, computation of fuel duty and levies claimable and purchase of duty tax stamps per folder.
- Monitor and report on duty claim refunds by the GoK.
Notification of Arrival and Departures.
- Prepare all notification of arrival and departure for all International staff members and entitled consultants to MOFA
- Ensure receipt of GoK ID Cards for officials of UN Agencies as per notification of arrival notices.
- Ensure return of GoK ID Cards for officials of UN Agencies upon presentation of notification of departure notices.
Application for Exemptions (Re-entry Permits) and Dependent Passes for entitled International staff members and/or consultants.
- Prepare all exemption and dependents pass documents for newly appointed and reassigned entitled staff members and/or consultants.
- Prepare all exemption and dependents pass renewal documents for entitled staff members and/or consultants.
Applications for PIN Card and Local Driving License for entitled International staff members and/or consultants.
- Prepare all applications for PIN Cards and Kenyan driving license for entitled staff members and/or consultants.
- Prepare renewals for Kenyan driving license upon expiry for entitled staff members and/or consultants.
Vehicle Registration.
- Prepare documentation for vehicle registration of official and entitled staff members and/or consultants, to MOFA and KRA.
PRO 1C Applications.
- Prepare documentation for the disposal of duty free vehicles - official and/or personal vehicles for international staff members and consultants.
Stamp Duty Exemption Applications.
- Prepare documentation and monitor application for Stamp duty exemption applications for Kenya CO.
Annual and Temporary Airport Pass Applications.
- Prepare the annual airport pass applications for all entitled staff members in Kenya CO, RB and Somalia CO.
- Process temporary airport pass applications as requested by management of Kenya CO, RB and Somalia CO.
VIP Lounge Applications for JKIA and Wilson Airport.
- Prepare documentation for use of VIP lounges at JKIA and Wilson Airport as requested by KCO, RB and Somalia CO.
Perform any other related duties as required.
Qualifications, Experience, Critical Success Factors and Language:
- Completion of secondary school education and holder of a Diploma in Business/Public Administration. Desirable holder of a Degree from a recognized University.
- At least five years of progressively responsible work experience, including at least three years in administrative services.
- Training and/or experience utilising computers, including word processing, spreadsheet and other WFP standard software packages and systems. Knowledge of Government Protocol procedures, rules and regulations. General knowledge of UN system administrative policies, rules, regulations and procedures in the area of administration.
- Desirable skills: Training in the field of business/public administration, protocol, travel or related courses is desirable.
- Fluency in both oral and written English and Kiswahili.
Interested Internal candidates are requested to submit online applications only according to the following procedures
- Go to: http://i-recruitment.wfp.org/vacancies/ 15-0017693
- Step 1 : Create your online CV Step 2: Click on 'Description' to read the position requirements and 'Apply' to submit your application. NOTE: You must complete
- Step 2 in order for your application to be considered for this vacancy.
If you have any queries relating to this VA please send them to: Nairobi.Hr@wfp.org
WFP is an equal opportunity employer and does not charge any fees during the recruitment process. Only short listed applicants will be contacted.
