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HRMS/UNON 2009
Printed in Nairobi, Kenya, 04/2009
Table of Contents:
Essential Information
Welcome letter from the Chief of HRMS
Pre-Arrival Checklist
Oath of Office
Vital Four Step Arrival Guide
Arrival / Survival Checklist
HRMS Induction Checklist
Checklist for Induction
List of Essential Offices
Information on the Joint Induction Briefing by Security, Medical and Host Country
Staff Administration Section Contact Diagram
List of Services from A to Z
Map of the Gigiri Compound
UN Residential map
3
4
5
6
7
8
9
10
11
12
13
14
15
Information on Offices from A to Z
Priority List for Your First Week and First Month in Gigiri and Service Info Overview
Human Resources Management Services
Payroll
Treasury and Cashier’s Office
United Nations Federal Credit Union (UNFCU)
Office of Internal Oversight Services (OIOS)
Staff Union
Information and Communication Technology Services (ICTS)
Visa, Travel and Shipment Offices
Facilities Management and Transport Services (FMTS)
Commercial Operation Unit (COU)
Mail, Pouch and Archives Unit (MPAU)
Building Management and Transportation Unit (BMTU)
Security and Safety Services (SSS)
Library
How to obtain Telephone Services
Telephone Work Order Form
16
17
18
18
19
19
19
20
21
22
22
23
23
24
25
25
26
Table of Contents (continued)
Vital Forms and Information
Instructions for Completing the Salary Distribution Form
Salary and Pay Roll Forms for International Staff Members
Salary and Pay Roll Forms for Local Staff Members
Health Insurance Information for International and Local Staff Members
Group Life Insurance Information
United Nations Joint Pension Fund
Van Breda Application Form for International Staff Members
GMC Application Form for Local Staff Members
AETNA Life Insurance Application Form
Rental Subsidy and Residential Security Entitlements
Example of How to Calculate Your Rental Subsidy Entitlement
27
28-29
30-32
33
34
34
35
36
37-38
39
40
Practical Information On Living in Nairobi
Karibu Kenya 2006/07 Update— Information on Housing, Schools, Furniture,
Internet and Other Aspects of Daily Living
41-55
Performance Appraisal Processes, Overtime and Leave Information
Essential e-PAS information / E-Pass Quick Guide
Remote Overtime Entry and Leave Monitoring Portal
56-57
58
Other Valuable Information
HIV/AIDS Policy Information
United Nations Kenya Local Expatriate Spouse Association (UNKLESA)
Security Advice for Visitors in Kenya
Diplomatic Police Unit (DPU)
59-63
64-65
66-67
68-70
United Nation Competencies for the Future
74-75
Vital Host Country Forms to Get You Registered in Kenya
Host Country Form Checklist
Step-by-Step Pathway to Host Country Forms on the UNON Intranet
71-72
73
3
Welcome to Nairobi!
Dear Colleague,
I would like to take this opportunity to congratulate you on your appointment and to welcome you as a new member of staff of the United Nations (UNON, UNEP, UNHABITAT and OIOS) at Nairobi.
As you know the UN is one of the world’s most diverse and dy-namic places to work. As you join us, you will find yourself working with some of the brightest minds who have also been selected because of their potential to make important contributions to global efforts to solve prob-lems that challenge humanity.
Cooperating in this effort are more than 25 UN Agencies operating in Kenya, comprising a total of 75 semi-autonomous UN offices employing some 3000 local and international staff. This includes two United Nations Programmes – the UN Environmental Programme (UNEP) and the UN Hu-man Settlements Programme (UN-HABITAT) – which have their global headquarters in Kenya, making Nairobi the only United Nations headquar-ters duty station in the developing world.
We recognize that the calibre and commitment of all our staff are the foundations on which our excellence is built, and as your Human Re-sources colleagues, we are committed to your support and well-being.
I hope you will find this induction booklet both informative and useful in helping you swiftly and smoothly settle into your new working and living environment.
Furthermore, to ensure your safety and overall well-being, please ensure to attend the weekly joint briefing by security, medical services and the host country office. These meeting are held every Wednesday morning and last for approximately three hours if you are an internation-ally recruited staff member and two hours if you are a national of Kenya. It is vital that you attend this session within the first week of your arrival. Your HR officer will inform you of the exact meeting location.
We wish you a wonderful and productive time in Nairobi.
Sincerely,
Suleiman Elmi, Chief, HRMS United Nations Office at Nairobi
Un
it
ed
n
at
io
ns
o
ff
ic
e a
t N
air
ob
i
Hu
ma
n R
es
ou
rc
es
M
an
ag
em
en
t s
er
vic
es
4
Birth Certificate and National Passport
Birth Certificate and National Passport for dependents
Marriage / Divorce Certificate
Academic Certificates (Originals)
Official translations of any of the above mentioned documents
Original receipts for medical visits and examinations
Originals of travel documents (ticket stubs, taxi receipts, etc) for all persons travelling at the United Nation’s expense
Banking details
UN Laissez Passez application (typed)
Minimum of six passport size photos per person
Yellow fever vaccination certificate / vaccination record
Shipment list if you have a contract of one year or more
Pre-Arrival Checklist If you are receiving this booklet prior to travelling to Nairobi, the following checklist will help you to ensure that you have the nec-essary documents ready for making your arrival logistics as smooth and efficient as possible.
5
Declaration
I solemnly declare and promise to exercise in all loyalty, dis-cretion and conscience the functions entrusted to me as an in-ternational civil servant of the United Nations, to discharge these functions and regulate my conduct with interests of the United Nations only in view, and not to seek or accept instruc-tions in regard to the performance of my duties from any Gov-ernment or other source external to the Organization. I also solemnly declare and promise to respect the obligations incumbent upon me as set out in the Staff Regulations and Rules
This is the public oath of office you are asked to sign
as international civil servant.
We have included it in this handbook as source of inspi-
ration while you will serve the United Nations and world
community at the Nairobi duty station.
6
Arriving and Thriving in NairobiArriving and Thriving in Nairobi A step by step arrival guide for new international staff members
4
3
2
1
Pre-Arrival Info Package:
• Review the information in the Karibu Kenya booklet and the related 2006 update. • Complete the online security briefing course. The link is provided in your Offer Letter. • If you are new to the UN system, visit the UNJSPF (pension) website: http://www.unjspf.org • Complete as many forms as possible and compile documents and certificates on the HRMS pre-arrival checklist (accessible through the links provided in your Offer). Bring them along to HR on Day 1 at the duty station.
Day 1 @ Duty Station
Visit your new office meet your supervisor and colleagues. Meet with your HR Assistant who will: Brief you
on the Induction Process.
Verify
your personal and academic certifi-cates and receive any com-pleted forms.
Inform
you about manda-tory brief-ing ses-sions.
Provide
you with a sum-mary of en-titlments and bene-fit and a list of essential contacts
Issue you with your letter of appoint-ment
Issue you
with an introduc-tion letter to the bank.
Initiate
requests for pay-ment of your as-signment and relo-cation grants.
Week 2 - 4:
Meet with both
your HR Officer and Assistant who will brief you in detail on entitlements and benefits; discuss any other issues raised, advise you on status of your applica-tions and pay-ments.
Complete and
submit the rele-vant forms for rental subsidy, education grant, security and other entitlements.
Attend manda-
tory OIOS brief-ing.
Initiate
your ePAS in consultation with your super-visor.
Complete man-
datory on-line training
Introduce you
to your H.R. Officer
Introduce you
to on-line applications.
Other ac-tions for Day1: Obtain your
grounds pass Open a bank
account to en-sure timely payment of DSA and salary.
Complete F10 claims form
Sign up for IT and telephone services
Week 1 •Attend the mandatory Joint Friday Morning Briefing, Classroom 3, at 9.00a.m. Following the meet-ing, submit the rele-vant forms. Visit essential offices on the list provided
Day 2 @ Duty Station
Meet your HR Assistant who will: Clarify any un-
clear issues. Submit any out-
standing forms and complete checklist.
Issue your Per-
sonnel Action and complete enrollment in the Pension fund, life and medical in-surances.
Set date of next
induction ses-sion.
7
Your Arrival / Survival Checklist for Your First Month in Gigiri
As soon as you arrive at the UN, there are many administrative procedures that you will need to complete to ensure access to benefits and entitlements. The checklist below is designed to assist you in this process.
Day 1 -- Getting Started:
Bring along all the documents and items from the pre-arrival list send to you ahead of time by HRMS. Most of these documents will need to be seen by your HR officer, and some you will need for the Host Country Office.
Meet with your HR officer. S/he will be the key person for informing you about all mandatory steps of the arrival pro-tocol.
Read the information handouts about services offered by the various offices and how to subscribe to them.
Obtain your ground-pass; To do so, locate the security office between the flags and the main entrance for cars. Bring along your letter of appointment.
Visit your future office to meet your supervisor and colleagues
Week 1 (Mandatory Actions):
Attend the Joint Friday morning in the Training Office Class 3, hosted by security, medical services and the host coun-try office. Your HR officer or the Staff Development and Training Unit (SDTU, extension 4336 / 4730) can advise you of the meeting location. Following the meeting, complete and submit all forms related to those three offices.
Open a bank account to ensure that your DSA and salary can be paid. Two banks are available within the UNON com-pound: UNFCU and Kenya Commercial Bank (KCB). Another conveniently located bank is Barclays, which is located in Warwick Centre right across from the major drive-in entrance to the UN Gigiri complex. The banks require docu-ments such as your offer of appointment, a letter of introduction (provided by HRMS), passport photographs and a copy of your national passport.
Visit the cashier’s office (V-246; extension 4233) to provide your bank account information, discuss banking and fund transfer information and submit the related forms.
Consult with the payroll unit (W-329, extension 4329) to get a computer print-out of your actual take-home pay and to be briefed on staff assessment, salary advances, recovery of overpayments and more.
Visit the Travel, Visa and Shipping Unit to discuss your incoming shipment of personal effects (W-214)
Sign up for telephone and IT services.
First Month (Almost There!):
Enroll in the health insurance plan and life insurance
Complete and submit your ePAS in collaboration with your supervisor
Explore the training courses available at the Staff Development and Training Unit (SDTU)
Visit the OIOS office (U-236, extension 4097) for an individualized discussion on OIOS’s mandate and services.
Complete and submit the relevant forms for rental subsidy, education grant, security and other allowances
Plan / register for attending the quarterly half-day introduction workshop provided by the Staff Administrative Section
8
Your HRMS Induction Meeting Checklist
I had a face-to-face meeting with my HR officer and/or HR Assistant on the day of my official arrival at this duty station and I was provided with the opportunity to ask clarifying ques-tions
I have received the HRMS info binder as either a CD or hardcopy or both
The four step induction process / arrival guide was discussed with me
I have taken / signed the Oath of Office
I am aware of the time and place of the next Joint Wednesday Morning Induction Briefing and I know that attendance is mandatory and that the meeting will take a maximum of three hours.
I have received a Salary Distribution form
I have received an Education Grant form (if you have school-aged children)
I am aware of Annual Leave, Home Leave and Sick Leave staff rules and regulations
I have received a sign up form and briefing for Van Breda insurance
I have received life insurance and beneficiary forms to complete
I was briefed on the mandatory retirement age within the UN system
I was provided with basic information about UNFCU and know the bank’s location on this compound.
I know how to obtain telephone and IT services
I am aware of the mandatory visit to OIOS within my first month in Nairobi
The HR team has briefed me to visit the Shipment and Visa Office and I know where to find it
I am aware how to effectively utilize the HRMS resource CD / resource binder including the information on offices from A-Z
I know who is my HR Officer and HR Assistant and how to contact them
Please check of the items on the list
above and if any information is
missing, contact your HR Officer or
HR Assistant in Staff Administration
in V-block. For contact details
please see the following page.
9
Checklist for Induction*
ACTION DATE COMPLETED
A. Brief on the following:-
(i) Induction Process steps
(ii) Mandatory Friday Morning Joint briefing (Security, Medical & Host Country offices)
(iii) Importance of the meeting with OIOS
B. Documents to be completed by Staff Member
Salary Distribution Form (on line application) ________________________________
Funds Transfer Form (if need be) ________________________________
Relocation Grant Form (attached to offer) ________________________________
Declaration/Oath of Office ________________________________
Designation of Beneficiary (UN) ________________________________
Designation of Beneficiary (UNJSPF) ________________________________
Personnel Induction Questionnaire P.1(8-07) ________________________________
Questionnaire on Dependency Benefits ________________________________
Declaration of Place of Home Leave ________________________________
F-10 Claim (Travel/Medical) ________________________________
Group Life Insurance Forms (AETNA) I.D. ________________________________
AETNA waiver if applicable ________________________________
Van Breda ID. No or MIP No. ________________________________
Bus Pass ________________________________
Action by HRA
Security Clearance ________________________________
Medical Clearance ________________________________
Nationality Passport/Birth Certs. Of S/M & Dependents _________________________________
Marriage Certificate (if applicable) ________________________________
On line Grounds Pass request ________________________________
On-line Salary Advance (If after payroll run – optional) ________________________________
On-line Assignment Grant request ________________________________
Issue Letter to Bank ________________________________
Queue F-10 Claim to Payments Unit ________________________________
HR Intranet Site ________________________________
D. Agree with staff member next date for briefing on:
Education Grant E-Pass
Rental Subsidy Leave
Security Allowance Home Leave
Note: HRMS verifies:
HRA Initial: ______________________________ HRO Initial: _________________________
Date: ____________________________________ Date: ________________________________
Name: ________________________ Index No.: ___________ Duty Station: __________________ Org/ Section: ____________________ Category/Level: ______ EOD Date: _______________
Name: ________________________ Index No.: ___________ Duty Station: __________________ Org/ Section: ____________________ Category/Level: ______ EOD Date: _______________
10
*For any queries on your Leave, kindly contact your leave monitor
Please make a point of visiting the above offices 18 June 2009
List of Essential Offices O
ffic
e O
ffic
er
Ext
A
ssis
tant
E
xt
Gen
eric
Em
ail-
Ad
dre
sses
Pay
roll
Uni
t R
osea
nne
Ony
ango
36
47
Luc
y N
jara
mba
36
20
Pay
roll.
unit@
unon
.org
Pay
men
ts U
nit
Was
hing
ton
Wan
jau
4070
L
ucy
Nja
ram
ba
3620
P
aym
ents
.uni
t@un
on.o
rg
Tre
asur
y (C
ashi
er)
Anu
radh
a S
heno
y 47
94
Sar
ah O
mbu
ya
3077
tr
easu
ry@
unon
.org
Tra
vel/S
hipm
ent/V
isa/
UN
LP
M
ubar
ak S
hah
3580
P
atri
ck I
kiar
a 38
41
Info
rmat
ion
Tec
hnol
ogy
& C
omm
unic
atio
ns S
er-
vice
s (I
CT
S)
Pra
deep
Soo
d 41
07
Pen
inah
Nga
tia
4900
H
elpD
esk@
unon
.org
Hos
t Cou
ntry
Rel
atio
ns U
nit
Vib
eke
Gla
vind
40
67
Gor
et D
avid
34
28
Hos
t-C
ount
y.H
elpd
esk@
unon
.org
Sec
urity
and
Saf
ety
Ser
vice
s P
eter
Mar
shal
l 23
26
Ben
jam
in N
dund
a 23
31
UN
ON
.Sec
urity
@un
on.o
rg
Div
isio
n of
Con
fere
nce
Ser
vice
s (D
CS
) L
eah
Kar
ingi
thi
1065
R
ose
Mut
abar
i 47
02
Mai
l, P
ouch
and
Arc
hive
s U
nit
Dan
iel C
hen
2547
S
penc
er T
heur
i 42
23
Uni
ted
Nat
ions
Joi
nt M
edic
al S
ervi
ces
Dr.
Lin
g K
ituyi
22
64
Flo
renc
e C
hazi
ma
2268
m
edic
al@
unon
.org
The
Off
ice
of I
nter
nal O
vers
ight
Ser
vice
s(O
IOS
) N
orm
and
Oue
llet
5391
D
orca
s K
anyi
47
96
Uni
ted
Nat
ions
Fed
eral
Cre
dit U
nion
Lia
ison
Of-
fice
(U
NF
CU
) M
aggi
e K
igoc
hi
1036
A
nn/J
oann
e 10
44
JMut
uri@
unfc
u.co
m
Sta
ff U
nion
(U
NE
P, U
N-H
abita
t, U
NO
N)
Rho
da A
tana
37
29
Car
olin
e K
aria
27
06
E-L
eave
App
licat
ion
Vla
dim
ir P
etko
v 41
96
Jane
t Kip
chum
ba
5204
Rec
reat
iona
l Cen
tre
Reh
ana/
Mic
hael
/
Japh
eth
1501
M
oses
/Eun
ice/
Ken
15
06
11
Vital Joint Induction Briefing for New Staff Members in Gigiri
Provided by Security, Medical and Host Country Services This meeting provides you with important information how to keep safe and well
in Kenya. It is collaboratively hosted by the UN Joint Medical Services, Security and Host Country Services. After each session you will have the opportunity to ask clarifying questions. This briefing compliments the resource binder which you are receiving from Staff Administration and thus represents the second component of vital induction information which you need to quickly and effectively settle at your new duty station.
Held every Friday morning briefing at 9.00 AM, Classroom 3 This briefing is mandatory for all new staff members and takes about two hours
and 45 minutes for new international staff members and just under two hours for locally recruited staff members.
Please attend this meeting within your first week on the compound. Spouses and
children over the age of 16 are welcome to come along. If you are not an established resident of Kenya, please ensure to attend all three
sessions and keep your schedule free until 11.45 AM. Locally recruited staff mem-bers are free to leave after the second session but can chose to stay for the third session.
Meeting Location: To check the current location, please call the Staff Development
and Training Unit (extension 4336 or 4730) or consult your HR Officer/ HR Assis-tant.
We look forward to enjoying your presence at the meeting,
to hear your comments and to addressing any concerns you may have.
12
Who can advice me about benefits, entitlements and other HR administrative matters?
HR Officers and HR Assistants in the Staff Administration Section (SAS)
The Staff Administrative Section (SAS) is located in the West Wing of the ground floor of V-block. This section takes care of your contract and entitlements such as education grants, rental subsidies and home leave travel. Each HR officer is responsible for a portfolio of offices as you can see on the diagram below. Look up your office to identify which team takes care of your administrative needs.
To e-mail your HR Officer or HR Assistant, use the following format:
First [email protected]
Please note that you are also able to look up the most up-to-date information on the HR team for each section on the UNON Intranet website. To do so, log onto the UNON Intranet and click on Human Resources (top left). Then click on the blue box (middle/left) labelled “… HR Officer/HR Assistant.” Key in your organization and section and voila — you will see who is tasked to take care of your adminis-trative needs.
13
Services from A to Z
Service Room Extension
Building Management and Transportation Unit (BMTU) G-West Wing 6999
Commercial Operations Unit (COU) G-217 2277/2279
Facilities Management and Transportation Services (FMTS) G-204 4569
Host Country Relations Unit W-215 3628/3368
Human Resource Management Services (HRMS) - Staff Ad-ministration Section
V1 -West Wing 3453
HRMS Recruitment and Classification Section V1 – East Wing 3371
Information Communication & Technology Services (ICTS) W1-West Wing 6065
Library (Reference Desk) Upper Library 1017
Mail, Pouch and Archives Unit CB-105 2547/4223
Office of Internal Oversight Services (OIOS) CB-105 254/4223
Payroll Unit V3 -East Wing 3613/3647/ 3005
Telephone Exchange G-113 1234
Travel Central Area Upper Concourse
3841
Treasury (Cash Office) W3-East Wing 3619
Staff Claims V-3 East Wing 4070/3606
Shipping Central Area Upper Concourse
3522
Security and Safety Services G-218 3336
Staff Union (UNEP, UN-Habitat, UNON) I-121 2706/2707
United Nations Federal Credit Union Liaison Office (UNFCU) UNFCU House 1044
United Nations Joint Medical Services F-109 2267
Visas for Official Travel and UN Laissez-Passez Issuance and Renewal
Central Area Upper Concourse
4201
14
Detailed version of the UN Map 2010.
15
16
Information on Offices (Templates) Organized in the following manner:
1. Offices you must visit/contact within the first week
2. Offices you must visit/contact within the first month
3. Information on the remaining offices (contact /visit as needed)
Info templates for offices which you must visit during your first day in Gigiri
Human Resources Management Services 14
Information templates for offices which you must contact or visit during your first week in Gigiri
Payroll Unit 15
Treasury / Cashier’s Office 15
Travel 18
Visa 18
Shipment 18
Telephone Services 22-23
United Nations Federal Credit Union (unless you have another bank account in place) 16
Information templates for offices which you need to visit during your first month on the compound
Office of Internal Oversight Services (OIOS) 16
Staff Union 16
Information templates on other offices (contact as needed)
Information and Communication Technology Services (ICTS) 17
Mail, Pouch and Archives Services (MPAU) 20
Library 22
Facilities Management and Transportation Services (FMTS) 19
Building Management and Transportation Unit 20
Commercial Operations Unit (COU) 19
Security and Safety Services (SSS) 21
17
Office: Human Resources Management Services (HRMS)
Contact Details
The Chief of HRMS is Mr. Suleiman Elmi , V-1 East Wing, extension 3059
HRMS consists of the following four sections:
1. Recruitment and Classification: Chief - Joerg Weich, V-1 East Wing, extension 3550
2. Staff Administration Section: Chief - Deborah Ernst, V-1 West Wing, extension 3534,
3. Staff Development and Training Unit (SDTU): Chief - Nooriya Koshen, Central Area (ground floor underneath the library), extension 3662
4. United Nations Joint Medical Services (UNJMS): Chief Ling Kituyi, F-107, extension 1319 and 2264; Soumik Paul, F-112, extension 1318
- The generic e-mail address of the clinic is: [email protected]
Mandate & Services:
The Recruitment and Classification Section (RCS) provides advisory, management and administrative services to UNEP, UNON, and UNHABITAT on recruitment, vacancies, clas-sification, placement, and promotion of staff and consultants for the three client organiza-tions globally. It also performs conditions of service management functions for all agen-cies within the UN common system, based in Nairobi.
The Staff Administration Section (SAS) is responsible for determining and administering the conditions of service and benefits and entitlements of staff members of UN-HABITAT, UNEP and UNON from appointment to separation. It also provides advice and guidance to both management and staff on the application and interpretation of UN Staff Rules and Regulations and other internal policy guidelines and to administers the contractual ar-rangements of staff of the three organisations.
The Staff Development and Training Unit (SDTU) works closely with Headquarters and local training providers to offer a wide range of Programs including management training ethics, performance management and languages, to name a few. The Unit also manages the internship Programs for UNEP, UNON and UN-Habitat as well as acting as a focal point in the region to administer United Nations examinations. Through its Programs, opportuni-ties are offered to staff to enhance and build on existing knowledge and to gain new skills in line with the United Nations competencies.
UNJMS is located at the UN Complex in Gigiri Block F Room 109. The Clinic Services are for Kenya UN staff, consultants and field staff travelling through Kenya. The JMS Clinic cov-ers issues of general health and preventative medicine, travel medicine, ergonomics in the workplace, counselling for psychological and stress-related problems, impairment and disability assessments and communication with HR with regard to questions concern-ing administration and management of health related issues.
Documentation/ Action Required
to Obtain Services
Extensive information on the process of recruitment is available on UNON’s Intranet
The SAS team will provide new staff members with a briefing and an information package upon arrival. This is part of UNON’s induction process. For other questions pertaining to SAS, contact your HR Officer or HR Assistant (see the work flow diagram on page 9).
For training opportunities watch out for announcements on the bulletin board and/or con-tact:
For language classes contact Fatma Gatabaki (ext 3996)
To know more about training opportunities, contact Irene Mweu (4730)
To obtain information on the Internship Progam, call Mumbi Mbocha (4336)
18
Office: Payroll
Contact Details:
Contact person (s): Mr. Solomon Kabuye
Extension #: 3613 (for Mr. Solomon Kabuye) or 3647 (for Ms. Roseanne Onyango) or 3005 (for
Ms. Swalha Saad
Location: W-329 ; E-mail address: [email protected] or Rose-
or Swalha.Saad.unon.org
Mandate & Services:
The Payroll Unit is responsible for payment of salaries and other benefits to UNEP, UN Habitat/
UNON staff members world wide. The Unit, in executing its overall responsibilities, performs
the following functions:
Processes starters and leavers.
Computes salary and entitlements.
Issues payment requests to Cashiers, Offices Away from Headquarters and other UN agen-cies.
Prepares certified annual statements of earnings, pension fund contributions, financial state-ments of JPOs.
Ensures proper functioning and enhancements of the payroll and pension fund systems.
Processes education grant claims as well as advances for internationally recruited staff.
Provides information and guidance to staff on payroll matters.
Reports to UN HQ on the monthly pension fund payroll deductions, Pension Fund Separation notifications (PF/4 forms), and year end Pension Fund Schedules.
Documentation/ Action Required to Obtain Services:
Completed UNFCU deduction form. Form normally provided together with salary distribution
form by HRMS. If you do not have this form, ask us for it or download it from the Intranet.
Office: Treasury
Contact Details:
Contact person (s): Anu Shenoy or William Kaiya
Extension #: 4794 (for Ms. Shenoy) or 3619 (for Mr. William Kaiya)
Location: W-3 West Wing
E-mail address: [email protected] or [email protected]
Mandate & Services:
General: Cash management and Contributions *(refer to UNON Intranet Treasury Section, BFMS, DAS) for more information.
Specific: Input and subsequent maintenance of the person bank in our system (IMIS):
Receipt of Salary distribution;
Disbursement of all payments including Payroll
Please note that it is important to contact Cash Office both at the start of the contract in order to
capture the staff members banking details and to place them in the system and also at the clo-
sure of the contract in order that the final disbursements are forwarded to the correct account.
Be aware that treasury was reorganized on 1st July 2007 with an impending move of both these
offices to the new open space on W block 3rd floor. Please call if you have further questions
Documentation/Action Required to Obtain Services:
Submit the completed Salary Distribution Form. Your HR officer will provide you with a copy and you can also download this document from the Intranet.
19
Office: UNFCUUNFCU
Contact Details:
Contact person (s): Anne Muigai, Joanne Muturi, Jesse Gathirwa, Donald Mwangi
Extension #: 1044; 1036; 1047; 1056
Location: UNFCU Office next to block G
E-mail address: [email protected], [email protected], [email protected];
Mandate & Services:
USD Financial institution. As a representative office there are no cash services except an ATM and
the following services::
Open accounts / UN contract
Process Credit card and loan requests
Solve members questions and queries
Give statements and reference letters
Investment advice
Documentation/ Action Required
to Obtain Ser-vices:
To open an account you will need the following documents:
A copy of the letter of appointment
Copy of National ID/ passport and/or the LP
A completed membership application form
Office of Internal Oversight Services (OIOS)
Contact Details:
Contact person (s): Normand Ouellet
Extension # 5391; Location – U 237
E-mail address: [email protected]
Mandate & Services:
The General Assembly established the OIOS in July of 1994 to enhance oversight functions within
the United Nations.
“OIOS’s mission is to provide internal oversight for the United Nations that adds value to the organi-
zation through independent, professional and timely audit, monitoring, inspection, evaluation, man-
agement consulting and investigation services; and to be an agent of change that promotes responsi-
ble administration of resources, a culture of accountability and transparency and improved Program
performance.” (From the OIOS booklet)
Documentation/Action Required
to Obtain Services:
Services and activities of this unit will be discussed with you in your one-on-one
briefing preferably within the first 6 months of your arrival. A detailed booklet
on OIOS’s services and mandate will be provided to you at that time.
Office: Staff Union
Basic
Information/ Contact Details:
To obtain information on the Staff Union, visit Ms. Rhoda Atana in room I-121 or call her on extension 2707. He will inform you on:
Staff Union membership, Staff Benevolent Fund Activities organized by the Staff Union
20
Office: INFORMATION AND COMMUNICATION TECHNOLOGY SERVICES ( ICTS )
Contact Details:
Contacts: ICTS User Support,
Extension #: 6065; Fax: 5065; E-mail address: [email protected]
Mandate & Services:
Our Mission: To provide the best available and most cost-effective set of common informa-tion and communication technology services, products and infrastructure to our clients. Services include:
Provides highly efficient and reliable local/wide area network infrastructure
Focuses on proactive assistance and not inspection, provides leadership and support for quality information systems for UNON.
Provides online application support for all standard software, software/hardware troubleshooting, repair/replacement for PCs, printers of brands & model certified by ICTS.
Provides Rental/On-loan services of computers as needed and issue Inventory nos. to all PCs supported by ICTS through Service Level Agreement ( SLA )
Supports the development of integrated core administrative systems and applications, including provision of “self-service” options and devolved access
Telephony, Direct Inward System Access( DISA ), Voice Mail, Video Conferencing & Global System for Mobile Communication (GSM)
Documentation / Action Required to
Obtain Services:
1. Access the UNON Intranet Website
2. Network and Infrastructure Service - Click
3. Quality Assurance and User Support Service - Click
4. Application Development and Solutions Delivery Service:- Click
5. Communication Service - click
If you view this document as a PDF file while in Nairobi, you can click on the hyperlink for direct ac-
cess on the Intranet to more detailed information)
21
Office: Visa
Office: Travel
Contact Details:
Contact person: Monica Mucheru;
Extension # 4201; Email Address: [email protected]
Location: Central Area (next to upstairs travel agent)
Mandate & Services:
Advise staff on visa procedures and process applications for official travel
Process all applications for UNLPs, Family Certificates and UN Certificates.
Renew all issued UNLPs and Family Certificates
Documentation / Action Required to Obtain Services:
Complete visa application forms available on the UNON intranet
Complete form TTS.2 Application for issuance or renewal of UN Laissez-Passer
Contact Details:
Contact person (s): Ms. Ann Muongeri; Edith Dingo
Extension #: 2285 (Anne ) or 3156 (Edith)
Location: W 206; E-mail address: [email protected] or [email protected]
Mandate & Services:
Our Mission: To provide the best available and most cost effective travel itinerary in accordance with the
UN rules and regulations for travel on Official Business and Entitlement travel.
Services:
To facilitate Travel on Official Business for staff members, consultants meeting partici-pants and experts. Also to facilitate Entitlement travel which includes Home leave, Initial
Travel Recruitment, Reassignment, Separation, Education Grant, Transfer, Family Visit,
Repatriation and Medical Evacuation.
Drafting Cables to UNDP Offices and other UN Offices for issuance of Tickets and DSA.
Working out Travel Advances/Subsistence for staff members and meeting participants.
Arrange airport transfers and Hotel reservations upon request.
Documentation / Action Required to Obtain Services:
Certified Travel request queued into our Travel In-box. Fully filled out and completed Entitlement Travel request Form.
Office: Shipment Contact Details:
Contact person (s): Alice Gaithuru Ndungu; Extension #: 3572 Location: Central Area ; E-mail address: [email protected]
Mandate & Services:
Arrange for the shipment of personal effects for Internationally recruited staff member travelling on recruitment, repatriation, reassignment to other duty stations. Arrange for clearance of official consignments including Printed Matter for UNON, UNEP and UN-HABITAT.
Documentation / Action Required to Obtain Services:
Completed PT78 (Insurance Inventory form) PRO 1B (Duty Free Exemption Form) Relevant Shipping documents Airway Bill/Bill of Lading/Packing List/Invoice National Passport/UNLP
22
Office: Commercial Operations Unit (COU)
Office: Facilities Management and Transportation Services (FMTS)
Contact Details:
Contact person (s): Stephen Stannah
Extension #: 4569, Location: G-204, E-mail address: [email protected]
Mandate & Services:
The Facilities Management and Transportation Section has the mandate to cover the follow-ing services:
(1) Mail, Pouch & Archiving Unit - MPAU (2) Commercial Operations Unit – COU (3) Building Management & Transportation Unit - BMTU
Documentation / Action Required to Obtain Services:
Find detailed information regarding how to obtain the services provided by each of the above units below.
Contact Details:
Contact person (s): Kevin Payne - Manager
Extension # 1969; Location: G-217; E-mail address: [email protected]
Mandate & Services:
Issue of Commissary Access UN fuel station fuelling cards (e-cards) and petrol coupon books UN Recreation Centre Membership and Services Catering Reference Point – Office of Food Services
Documentation / Action Required to Obtain Services:
UN Commissary Copy of Staff Member contract will be required. Staff Member must bring this to the Main En-trance Security Gatehouse where COU has a dedicated Office (09.00-4.00pm Monday to Thurs-day, 09.00-1.00pm Friday); Closed Lunch 1pm-2pm. Complete application form provided by the COU representative. Access will be initiated within 24 hours if the application is received by 12 noon and within 48 hours if received after 12 noon. (Rules and Regulations governing the Commissary are available at the COU gatehouse office, COU main office, and on the UNON intranet, located under Support Services Service, under Commercial Operations)
UN Fuel Station Staff member must provide evidence that he/she owns a red plated vehicle. Provide all vehi-cle details:
Name of Agency/International Organization/Diplomatic Mission, Vehicle Registration Number and the make of your vehicle, Total Amount Paid, E-card Number Complete the form provided by the COU office.
Application may be received direct at the UN fuel station, COU office, COU Main Office at G-217(Rules and Regulation governing the UN fuel station is available at both the COU UN fuel station office, COU main office in G-217 and on the UNON Intranet, located under Support Ser-vices Service, under the Commercial Operations Unit)
UN Recreation Centre Contact Rehana Velji, Deputy Manager for membership options, rates and information of facili-ties on ext. 1501. The UN Recreation Centre is located at on the right side when entering the Main Entrance of the UN Gigiri compound.
Office of Food Services Mr Payne can be contacted as the focal point for any catering related questions.
23
Office: Mail, Pouch and Archives Unit (MPAU) Contact Details:
Daniel Gang Cheng is the Chief of MPAU; ext. 2547, E-mail: [email protected] For more information you can also contact Spencer Theuri at extension 4223 MPAU Location: MP 100 (On lower concourse between Commissary and UNFCU Offices)
Mandate & Services:
Dispatching mail promptly by diplomatic pouch, post or courier. Sorting and delivery of all incoming mail for UNEP, UN-HABITAT and UNON. Sorting, picking and delivery of mail from respective mail stations around the compound. Maintaining archives and all closed records transferred from UNEP, UN-HABITAT and
UNON.
Documentation / Action Required to Obtain Services:
For Mail, Pouch and Courier Services. Clients in UNON, UNEP and UN-HABITAT should send us a duly completed authorization form which is available on the intranet or from our office. During December 2007 we will launch our new online authorization system ‘Auto Mail’ which will be available on your workspace.
For Archives Services, please contact Wendy Noble (Ext.4223) or John Kimani (Ext.3525)
for advice and assistance on records management and the transfer of inactive files.
Office: Building Management & Transportation Unit (BMTU)
Contact Details:
Contact person (s):
Colin McNab, Coordination Officer; Ext,. 1528, E-mail: [email protected] Sammy Kitivi, Electrical Engineer, Ext. 2276; Winnie Oben, Transport Supervisor. Ext. 2277 BMTU hotline—call 6999 or e-mail: [email protected]
Location: G-202 Open Office
Mandate & Services:
Specific functions of BMTU include:
General Maintenance: Responsible for planning, organizing, developing and designing proper methodology or sys-tem and coordination of all maintenance operations to ensure timely repairs of the premises, infrastructure and equipment by inspecting and evaluating physical conditions of built and planted areas, equipment and other infrastructural features. Daily supervising maintenance contractors and working out effective and efficient maintenance Programs in: Electrical Works, Building and External Works, Cleaning, Grounds, Electronics, Perimeter Fence, Re-fuse Collection, Recycling waste products (eg. Waste paper collection), Sanitary bins, Pest Control.
Architecture & Engineering: Updating and ensuring that space plans, drawings and blue prints, partitions, allocations and movements are available for billing purposes. This office also carries out regular rent surveys, space management and drawings.
Construction & Project Management: UNON focal point in managing all third-party design and construction projects. Recent exam-ples include: Recreation Center, Security Gates & Visitors’ Pavilion, Open Office Renovation, Commissary & Loading Dock, and New Office Building.
Transportation: Coordinates staff bus transportation services provided to all Gigiri based UN agencies by a private contractor; Issues bus passes; coordinates requests for provision of transport by UNON vehicles for official work; Operates the Consultants/Interns shuttle and issues passes for the same. Administration of the staff shuttle service after office hours being operated by a private contractor.
Documentation / Action Required to Obtain Services:
Application for a Staff Bus Pass
Request for Official Transport
E-mail the BMTU ([email protected]) or call the BMTU hotline at ext. 6999
24
Office: Security and Safety Services
Contact Details:
The Security and Safety Service in Kenya is headed by Mr. Peter Marshall, who is the Chief Security Advisor (CSA) for Kenya and Chief of Security and Safety Services. His deputies are; Mr. Prince Bruce and Mr. Elsaid Karara (responsible for upcoun-try). The Security and Safety Service is responsible for (among other duties) the plan-ning, coordination and implementation of all security arrangements for the UN Sys-tem in Kenya.
Ext. Name/Title Room No.
Chief of Security/Chief Security Adviser
2326 Mr. Peter Marshall G-216
Deputy Security Adviser
1511 Mr. Elsaid Karara G-219
Deputy Chief of Security
2328 Mr. Roger Lewis G-227
Deputy Chief of Security
2330 Ms. Mary Crawford G-216
In case of an emergency, call the Security Situation Centre
Tel: +254 20 7626666/2344/2999
+254 720629999
+254 733629999
Diplomatic Police
Tel : +254 20 7625231/2/3/4/5
+254 733356506
Security Pass & I.D Unit
Ext. 1296/1295/ 1297/1292/1923;
Location: Next to the main staff entry gate opposite the U.S. Embassy
For information on gate passes contact: [email protected]
Mandate & Services:
The Security and Safety Service is responsible for the security and safety of United Nations Staff members, their dependants, delegates, visitors, buildings and grounds.
Security service issues weekly security advisories/updates on the security situation in Nai-robi and Kenya as a whole. SMS alerts are also issued to staff members when necessary.
Detailed security information will be provided at the Wednesday morning mandatory brief-ing which all staff members attend within their first week of arrival
The Security and Safety Service is responsible for the security of the UN grounds in Gigiri and it issues ground and vehicle passes to the complex. For more information on acquiring a UN Ground Pass, please send an email to [email protected]
Documentation / Action Required to Obtain Services:
To have your ground pass, a request is now generated from HR—Staff Administration Sec-
tion to Security, so you no longer need to carry along your letter of appointment/contract.
25
Office: Library
Contact Details:
Contact person (s): (OIC) Samuel Mwaniki; Virginia Gitau
Extension : 2544; 2587; 1017
Location: LB-2; E-mail address: [email protected] or [email protected]
Mandate & Services:
INFORMATION FOR DEVELOPMENT BY BRINGING INFORMATION CLOSER TO THE PEOPLE: Maintain a collection of scientific and technical information on the global state of environ-
ment, human settlements and UN-related issues. Develop and implement UN documentation and information policy. Be the lead UN Library in the field of environment and human settlements. Serve other staff of various UN Specialized agencies, students, researchers, civil servants
etc who need specialized information for decision making. REFERENCE SERVICES: Has specialized reference facilities for UN Agencies, UN Staff, delegates, diplomats, internal and external students, governmental and non-governmental organizations who come to access information in their various fields of specialization. LOAN SERVICES: To all UN staff members and their dependants for 2 weeks renewable. Reference materials are restricted to the use in the Library only. SDI (Selective Dissemination of Information) Enables staff members keep abreast with the latest developments in their fields of specialization. ONLINE SERVICES: Library offers its users access to numerous online services. This can be through Library’s Catalogue (UNALIS), and other online databases including Lexis-Nexis, Science Direct, Proquest, Economist Intelligence Unit etc. CYBERSPACE: Currently, the Library has 20 computers. This service is purely for online research for those in need of information through the internet, online databases and CD-ROMs.
Documentation / Action Required to
Obtain Services:
UN staff members automatically qualify to use the facilities.
To access the Library services and products, staff members are invited to come in person, call the reference desk or to send e-mail.
Electronic Resources can be used from one’s desktop unless a password is required.
Office: Telephone Services
To obtain telephone services (your own designated phone number), please complete the telephone work order form attached overleaf:
Fill in the form in legible handwriting & submit to your
Administrator (GS-staff) for approval. Once the form
is signed, have it faxed to extension 2075. For a fea-
ture change, or to report problems, call helpdesk
extension 2345. Your GS colleagues will be happy to assist you with this procedure.
Please also check the information on E-
billing on the Intranet
DIALLING INSTRUCTIONS
Local Official Calls: Dial 9-0- # Local Private Calls: Dial 9-1-#
International Official Calls: Dial either 74-0-# (call routed via New York) or 76-0-# (call routed via Italy)
International Private Calls: Dial either 74-1-# or 76-1-#
26
UNITED NATIONS OFFICE AT NAIROBI OFFICE DES NATIONS UNIES A NAIROBI
TELEPHONE WORK ORDER
1. Fill form in legible handwriting – Submit to your Administrator for approval. 2. Prompt action fax to Extension 2075. 3. Any other feature change, trouble report please call HELP DESK Extension 2345.
NAME, Last:
First:
Signature:
Functional Title: Index Number:
Level:
ORGANIZATION:
UNIT:
ROOM: DATE:
NEW INSTALLATION, Tick appropriate box and return to your Administrative Unit for approval I can be reached on Ext.___________ For clarification. I request a line for: TELEPHONE FAX MODEM KENPACK OTHER MODEM INSTALLATION APPROVAL _____________________ NEW PORT INSTALLATION ALLOT.ACC. _________________________
_____________________________
ADMIN.APPROVAL
EXISTING INSTALLATION TELEPHONE TYPE: EXT. NO: CLASS OF SERVICE CHANGE STATION TO STATION ONLY (internal calls)
SELECTED NUMBERS ONLY, (please list here or attach a separate list) NAIROBI ____________________________
KENYA ____________________________
INTERNATIONAL ____________________________
74/76 ACCESS via satellite ____________________________
DELETE ENTRY / DISCONNECT LINE/S MOVE LINE FROM ROOM: ________ TO ABOVE ROOM:_________ TELEPHONE MODEM FAX VOICE MAIL CORRECT ENTRY FROM ___________________________ TO _____________________________ TELEPHONE TYPE CHANGE TO: ____________ SHARING EXTENSION NUMBER WITH EXIST. SUBSCRIBER(S) – directory entry only For all other options, return to your Administrative Unit
ADMIN. APPROVAL
Approved for action: _____________________________
Date: __________________
COMMUNICATION & MAINTENANCE UNIT NOTES
Verification of database entries If other services/material required, CMU work order ref: ____________________________________ TECHNICIANS NOTES REQUESTOR’S verification completion: ________________ Field signature: ___________ Date: _______________ Ticket No. ___________ Database Signature: ____________ Date: _______________
27
VITAL FORMS AND INFORMATION YOU NEED TO BE AWARE OF:
Instructions for Completing the Salary Distribution Form (page 25)
Salary and Pay Roll Forms for International Staff Members (pages 26-27)
Salary and Pay Roll Forms for and Local Staff Members (pages 28-29)
Health Insurance Information (page 30)
Group Life Insurance Information (page 31)
United Nations Joint Pension Fund (page 31)
Van Breda Application Form for International Staff Members (page 32)
MIP Application Form for Local Staff Members (page 33)
AETNA Application for Group Life Insurance (page 34-35)
Rental Subsidy and Residential Security Entitlements (page 36)
Example of Rental Subsidy Computation (page 37)
28
I n s t r u c t i o n s f o r c o m p l e t i n g t h e S a l a r y
D i s t r i b u t i o n Fo r m
#1. Bank Account Title
Please note that salary payments will be made only to the bank account that bears the name of the staff member. If you wish to receive salary payments from United Nations, you must have a bank ac-count in your name or a joint account of you and only one more person. The salary payment cannot be made to the account of your spouse if the account does not include your name.
#2. Bank ID number and account number
Please provide either SWIFT address or a domestic routing number (if available) SWIFT address 8 or 11 digit number identifying bank and branch OR United States ABA routing number (9-digit # on lower left corner of personal cheque)
Australia BSB Number (3 digits + 3 digits) + Account Number
Austria BLZ Number (5 digits) + Account Number
Belgium Account Number (3 digits + 7 digits + 2 digits)
Canada Transit Number (5 digits + 3 digits) + Account Number
Denmark Bank Number (4 digits) + Account Number (5~10 digits)
Finland Bank Number (6 digits) + Account Number
France Bank Number (5 digits) + Branch Number (5 digits) + Account Num-ber (11 digits) + check (2 digits)
Germany BLZ Number (8 digits) + Account Number
Ireland Sort Code (6 digits) + Account Number (8 digits)
Italy Bank Number (5 digits) + Branch Number (5 digits) + Account Number
Netherlands Account Number (2 digits + 2 digits + 2 digits + 3 digits) (except Postbank)
Norway Account Number (4 digits + 2 digits + 5 digits)
Poland Bank Number (4 digits + 4 digits) + Account Number
Portugal Bank Number (4 digits) + Branch Number (4 digits) + Account Number
Russian Federation Bank Number (8 digits) + Account Number
Spain Bank Number (4 digits) + Branch Number (4 digits) + check (1-2 digits) + Account Number
Sweden Bank Number (4 digits) + Account Number
Switzerland Bank Number (5 digits) + Account Number
United Kingdom Sort Code (6 digits) + Account Number.
#3. Currency of Payments (for non-local portion)
A. US DOLLAR payment to your account in the United States Accounts at banks in the United States. Salary payments in US dollars to a bank in the United States are made by ACH payments (direct deposit). If your bank is a member of the ACH net-work, the full amount of your salary will be credited to your bank account without a deduction of bank charges. Accounts at non-bank financial institutions in the United States. In some cases, it is possible to transfer your salary payments directly to your money market accounts at non-bank financial institutions if your non-bank financial institutions are capable of receiving ACH payments. Please note that ACH payments (direct deposits) are different from wire transfers. The ABA numbers and account numbers may differ depending on the payment methods used. Please obtain com-plete payment instructions for both types of payments from your financial institution. It is the responsibility of the staff member to provide complete and unambiguous payment instruc-tions.
29
30
31
32
33
SUMMARY INFORMATION ON THE VAN BREDA INSURANCE PLAN FOR INTERNATIONALLY RECRUITED STAFF MEMBERS
Van Breda is the health insurance plan for international staff members
New staff members have 31 days from the day of appointment within which to enrol themselves and eligible family members in the Plan. On appointment, you will be assisted by your HR Officer or HR Assistant on how to enrol in the plan.
For more information visit the Van Breda Website (http://www.vanbreda-international.be/vbi/public/en) and click on “member access.” Then fill in your personal reference number as mentioned on your ID
card, your date of birth and your password in case you opted to receive electronic settlement details.
The website will provide you with information on coverage, claims, direct payments, forms, a healthcare server provider list and contact details for Van Breda.
The pouch office has a special drop-off box for Van Breda claims. Once you have completed a claims form, place it in an envelope and drop it in the Van Breda mail box. Subsequently you can follow up your
claim online.
Further information on Van Breda coverage is available on the HRMS website of UNON and from your HR Officer/ HR Assistant.
Questions regarding medical claims and their reimbursements and specific medical treatment should be
addressed directly to Van Breda International.
Van Breda Contact Details: (Medical claims or Affiliations, ID Cards & Insurance Certificates
Telephone: +32 2 217 6842 / 5742
Fax: +32 3 663 2855 / 3969
E-mail address: [email protected]; [email protected]
Postal Address: Vanbreda International NV, P. O. Box 69, 2140 Antwerp, Belgium
OR via UNO pouch service if available.
* VanBreda Kenya Representative, Case Manager - Ms. Hellen Gatwiri Cellphone No.0722 869106
SUMMARY INFORMATION ON THE MEDICAL INSURANCE PLAN (MIP) FOR LOCALLY RECRUITED STAFF MEMBERS
MIP provides for automatic health insurance for UN locally recruited staff members and on an optional basis, for their eligible family members.
The purpose of MIP is to assist subscribers and their eligible family members in meeting the cost of certain health services, facilities and supplies.
Participation in MIP is automatic for all staff members holding a contract of three months or more in the GS and National Officer categories.
All staff members regardless of their length of contract will have a deduction taken from their salary in respect of their participation in MIP.
An MIP enrolment form, obtainable from HRMS offices must be completed by the staff member.
Eligible family members of active staff members must be enrolled within 30 days after the staff member joins the Organization or within 30 days after the marriage of the staff member or birth/adoption of a child.
Every staff member who participates in MIP is required to complete an MIP enrolment form.
For further information on the administration of the MIP, please contact your Human Resource Assistant or Human Resource Officer or visit UNON’s HRMS Intranet website.
34
A group life insurance plan (plan) is offered as a part of the scheme of social security for the staff
which the Secretary-General is required to establish under staff regulation 6.2.
The underwriter of the plan is the Aetna Life Insurance Company of Hartford Connecticut, USA.. The policyholder is the United Nations.
The plan is financed solely from the contributions of participating members. No subsidy is paid by the Organization.
Participation in the plan is voluntary for all eligible staff. A staff member may withdraw from the plan at any time.
The plan provides term insurance coverage only and has no cash value at the time of withdrawal.
Who is eligible for this plan?
All staff members who receive a letter of appointment for six months or more and who have re-ceived medical clearance upon appointment will be eligible to participate in the plan.
Enrolment in the plan is automatic for eligible staff members who apply for life insurance coverage under the plan, on the appropriate form, within 60 days of signing the qualifying letter of appoint-ment. They will be covered from the effective date of the letter of appointment.
Enrolment in the plan for eligible staff members who apply more than 60 days after signing the qualifying letter of appointment is conditional on the provision by the staff member at the time of application, on a special form for the purpose of evidence of insurability satisfactory to the insurance company.
For information on requirement for reapplication after break in service refer to UNON IC/2006/13.
GROUP LIFE INSURANCE INFORMATION (FOR ALL STAFF MEMBERS)
UNITED NATIONS JOINT STAFF PENSION FUND
The United Nations Joint Pension fund was established by the General Assembly in 1994 to provide re-tirement, death, disability and related benefits for staff of the United Nations and the other organizations admitted in the Fund. As of 31 December 2004, the Fund was serving 20 member organizations with 88,356 active participants and 52,496 beneficiaries. On 31 December 2004, the value of the assets of the Fund stood at 29.2 billion US dollars.
The fund provides the following benefits:
Retirement benefits Early retirement benefits Deferred retirement benefits Withdrawal settlement Disability benefit Widow / widower’s benefit Divorces surviving spouse benefit Child’s benefit Secondary dependant’s benefit Residual settlement
No matter if you are retiring soon or if you are an active participant, you need to ensure that a current “Designation of Beneficiary” form is on file with the Fund. This is important, as in the event of death, it allows the fund to pay out the residual settlement to the person of your choice; otherwise any residual settlement will be paid to your estate. Carefully review your annual statement to ensure accuracy.
For more detailed information please visit the funds website (www.unjspf.org) or contact the fund: Via e-mail: [email protected]
Via fax: (212) 963 3146 (New York Office) or +41 (0) 22 928 9099 (Geneva office)
By phone: (212) 963 6931 (New York Office) or +41 0 22 928 8800 (Geneva office)
35
36
37
38
39
RENTAL SUBSIDY
Rental subsidy assists staff members whose rented accommodations are of reasonable standard but cost significantly more than the average for the duty station.
If the rent exceeds your rental threshold amount, the UN will reimburse 80% of the excess, subject to the maximum rent level set for the duty station. For Nairobi Ksh. 180,000 for staff member with dependents and Ksh. 130,000 for staff member without dependents.
The rental subsidy is not payable during the first 30 days after arrival at the duty station, as the staff member receives daily subsistence allowance during this period.
The total subsidy will not exceed 40 per cent of the actual rent, i.e. the staff member is always responsible for at least 60 per cent of the rent.
NB: Additional information about rental subsidy can be obtained from ST/AI/2000/16, ST/IC/2000/90 in the Electronic Human Resources Handbook (UNON intranet) and UNON/IC/2006/12.
For an example how the rental subsidy ceiling is calculated, please take a look at the subsequent page.
RESIDENTIAL SECURITY
Reimbursement: 100% of up to a US$ 1,500 for residential security improvements (including purchase of a generator) upon recommendation of UNON Security, which must in-spect the house before the staff member moves in, and after improvements are completed.
Improvements may be done at the same residence once every 4 years.
Staff members may claim for improvements carried out at a subsequent residence after a minimum two-year lapse.
The following amounts are paid with the monthly salary in local currency, upon certification by UNON Security and HRMS:
US$ 115 for security alarm; and
US$ 785 for one day and two night guards;
In lieu of two night guards, staff members may hire a dog and a dog handler. For staff members living in apartment complexes where security is included in the rent, actual security costs are paid up to 20% of the rent, and rental subsidy is reduced.
NB: Additional information about residential security can be obtained from the Security and Safety Services link on the UNON Intranet.
SAS/HRMS/June 2007
Staff Entitlements
40
Rental Subsidy Computation Sheet — Example
General Information
Staff member's Name, Level, Step and Index # Mr. X. Y. Z
123456 Salary at Dependency or Single Rate: Duty Station: Nairobi Maximum Rent ** Computation:
a) Amount of Gross Salary, or 8,716.67
Net Salary
b) Amount of Staff Assessment 2,552.08 c) Post Adjustment - Amount 1,923.35 d) Special Post Allowance (if any) e) Threshold Percentage
Ask your AFMO or Personnel Offi-cer. Percentages vary from duty station to duty station.
Dependency rate = % 0 Single rate = % 20 0 f) Individual Threshold Amount
[(a-b) + c + d x e] - Dependency Rate 1,617.59 (Net salary + Post adjustment multi-plied by threshold percentage) [(a-b) + c + d x e] - Single Rate
g) Amount of Net Rent 1,897.81
(less utilities, services, furnishings)
h) Amount of Rental Subsidy:
* My Individual Threshold amount is higher than than my monthly net rent. Therefore I am not eligible to receive a rental subsidy. * My Individual Threshold amount is lower than my monthly net rent therefore my rental subsidy will be approximately:
[(g-f) x 80%] - Dependency Rate A
[(g-f) x 80%] - Single Rate 224.18 A
Max subsidy 40% of Rent 759.12 B
→ Rental subsidy is lower of A and B
(Form—Rental Subsidy Computation) UNON/HRMS/SAS - August 2007
41
2006/2007 Karibu Kenya Update
Supplemental information to
update the original Karibu Kenya publication
42
Table of Contents
Banking in Kenya 40
Mobile Phone Services 41
Internet Service Providers 42-43
Forex Bureaus 43
International Schools 44-47
Temporary Housing 47-48
Long term Housing 48
Car Rental and Car Purchase Information 48-49
Furniture Rental and Furniture Purchase 50
Classified 51
Nairobi Weather and Average Conditions 52
Please note that the current rates listed in this sec-
tion are all subject to change and reflect costs as
quoted in August 2007.
43
Barclays Bank UNFCU Kenya
Commercial Bank Standard
Chartered Bank
Documents Needed to Open an Account
Letter of introduction from employer or ac-count holder
ID or passport 2 color passport
photos Income statement
Letter of contract from the UN
Passport UN LP
Letter of introduction from employer
2 color passport photos
Passport
ID or passport 1 color passport
photo Letter of introduction
from employer Proof of residential
address (i.e. electric-ity bill / lease)
Minimum Deposit
in Kenyan Shilling
*Depends on account: Instant savings ac-
count:- 50,000 High rate savings ac-
count:- 100,000 Current account: No
minimum balance
USD $50
Current account: USD $50
Savings account:
KSH 1000
Current account: KShs.2,000
Savings account: KSH 2,000
Opening Times
Mondays – Fridays: 9 AM - 3:00 PM Saturday: 9 – 11 AM
Monday – Friday: 8:30 AM – 4 PM*
* Thursday until 5 PM
Mondays – Fridays: 9 AM – 3 PM Saturday: 9 -11 AM
Mondays – Friday 9:00 AM – 3:00 PM
Saturdays 9 – 11am (for banks outside town cen-tre). Warwick Centre branch is closed Sat.
Monthly Banking Charges
Savings account:
Below $50 - $5.0 per month
Savings account: KSH 200-300 de-
pending on bal-ance
above 50000 – no charge
Most recom-mended—DIVA Account / Salary Account KShs.750
Safari Savings Ac-count—no charges
Instant Access Ac-count— no charges for balance of KShs.50,000+ ,
Branch Nearest to the UN Compound
Warwick centre opposite the United Nations recrea-tion centre
United Nations Office at Nairobi, Block F, Lower Concourse (UN com-plex)
United Nations Office at Nairobi, Block F, Lower Concourse (UN com-plex)
Warwick Centre, Ground Floor
ATM Nearest to the UN
Village Market—[email protected] Muthaiga Shopping Centre
Block F, Lower Con-course
Block F, Lower Con-course
Warwick Centre, Ground Floor
E-Banking No No No No
Banking Networks
MasterCard, Visa Electronic
MasterCard, Visa Electronic Visa Electronic Visa Electronic
Kshs & US-$ Accounts?
Yes Yes Yes Yes
Travelers Cheques
Yes No Yes Yes
Contacts
Barclays Plaza Switchboard: +(254) (2) 332230; Fax +(254) (2) 213915; Email: [email protected]
UN Compound in Gigiri Block F, Lower Con-course
Tel: +1 212 338 8100 Fax: +1 212 338 8231
Tel: 254-20-3270000, Telex: 23085, Fax: 254-2-38006,216405
Stanbank House, Moi Avenue, P.O.Box 30003-00100 Nairobi Tel: (020) 3293000# Warwick Tel: 7121703
One more option, Stanbic Bank, offers:
Plus Plan savings Account-Kshs.5000.00 Minimum operating Kshs.500
Current account-Kshs.5000 Minimum operating-Nil Opening hours: 8.30 AM – 3.30 PM; Uchumi outlet is open until 8.30 PM
Issues debit and credit cards, has dollar accounts and offers issue travelers’ cheques.
For more information, contact: Felix Obade, Service Centre Head, Stanbic Bank Kenya Ltd, Tel. 254 20 342771/311997/3268601; Fax. 254 20 310601/212355; Email: [email protected]
Banking in Kenya
As at 2007
44
Kenya currently has only two mobile phone service providers, namely Celtel (formerly Kencell) and Safari-com. They compete with each other in the mobile phone market in Kenya with Safaricom having a bigger mar-ket share. Both offer postpaid and prepaid services. Postpaid service offers the convenience of a monthly statement; Pre-paid service helps to easily control expenditure, but you may run out of credit in the middle of a phone conversation. For prepaid services, talk-time is purchased via scratch cards and you can choose from different tariffs.
Below is a comparison of the services of the two mobile phone service providers:
Safaricom Location, Nairobi
Safaricom House, Waiyaki Way
Ex-Telcom House, Haile Selasie Avenue
I & M Building, Kenyatta Avenue
Sarit Centre, Westlands
Customer Service No. 42723185; 42723354
Website: http://www.safaricom.co.ke
Celtel Kenya Location, Nairobi
Parkside Towers, Mombasa Road
Uniafric House, Koinange Street
Sarit Centre, Westlands
Customer Service No. 0733 100700
Website: http://www.ke.celtel.com
Postpaid Service
Prepaid Service
Yes (Monthly billing)
Yes
Yes (Monthly billing)
Yes
Tariffs
Postpaid Tariffs
Prepaid Tariffs
(Buy and Talk)
Corporate post-pay:
Based on off peak and peak hours where the prices vary i.e. lower charges during off peak hours)
Advantage:
Lower tariffs, credit facility, dedicated and personalized customer service via the Account Managers. Customers have access to several packages such as free phones with subscription to Advantage and phone upgrades at subsidized prices
Jambo (If you need to be in constant contact with people during the day)
Taifa (Call whoever, whenever, any-where in Kenya for a simple, fixed rate)
Tariffic (constant contact with people during the day; has a monthly charge)
Sema*
Safari tariff* (prepaid roaming tariff)
* For more information check: www.safaricom.co.ke
Special U.N. Tarrif plan:
Take advantage of the best Celtel tariff
l Tariff plan: Ksh. 8.04 Celtel to Celtel
Ksh. 10.96 Celtel to Safaricom
(All rates are at Per second billing)
Ksh. 11. 60 Celtel to Landline
NO monthly fees
All you need:
Ksh 4000 Subscription Deposit
Ksh 5000 Roaming Deposit
Connection fee waived
1. Copy of your ID or Passport
2. Copy of your pin certificate (Not op-tional)
3. Copy of Staff ID
4. Copy of work permit
* For more information check: www.ke.celtel.com
Mobile Phone Service Providers
As at 2007
45
With the fast growth of computer usage and internet access, more and more internet service providers have streamed into the industry. Below is a list of the approved ISPs and the services they offer. The descriptions in the table below focus on the internet services available for individual or family home use. Please note:
Dial up connections tend to be slow, albeit affordable Satellite connections are fast and high quality, but have high start-up costs Home connections may require individuals to get assistance for getting connected.
Other Relevant Information
Where and How to Sign Up for Post Payment Plans:
Application available from Safaricom Care Centre in Westlands (Safaricom House) Also from the office in Sarit Centre. Documents needed to subscribe: Certificate of Registration PIN Certificate VAT Certificate Identity Document or Passport 2 Passport size photo 2 referees (employer/Safaricom customer)
Applications available at the Celtel offices in town along Koinange street, Sarit centre in Westlands and Parkside towers along Mombasa Road Documents needed to subscribe:
Work permit PIN Certificate Identity Document or Passport 2 Passport size photos Stronger and better signal (no network con-
gestion)
Competitive Edge Bigger market share; Lower tariffs Well known roaming partners
Wider network coverage
Special Services Flashback 130: to send a polite request to friends and family to call them whenever they lack sufficient credit or are in distress) WAP: Wireless Application Protocol, a protocol for browsing the internet from your phone GPRS: General Packet Radio Service - a tool to ensure you to surf the net and download emails MMS: Multimedia Messaging Service; lets you send short ‘presentations’ such as still or ani-mated postcards, pictures, screensavers, greet-ing cards, maps, cartoons and business cards using your cellphone.
Mobile Business: to instantly access the internet and e-mail Me2u: Airtime-sharing service; enables you to top up mobile phones of your friends, and family mem-bers directly from your own mobile phone
Nearest Office to UN
I & M building city centre along Kenyatta avenue City centre along Koinange street
Contacts Phone: 254-20-427 -3272, email: [email protected] http://www.safaricom.co.ke/ Enquiries: dial 200 from you mobile phone for the 24 hour free customer care service. Landline: 020 427 2200.
Parkside Towers, Mombasa Road Tel: 020 690 100 00 [email protected] http://www.ke.celtel.com/ Celtel Postpaid subscriber: dial 700 from Celtel phone You can also dial 0733 100700 from any phone, or + 254 733 100700 if you are abroad. Celtel Prepaid subscriber: dial 710 from your mo-bile phone or 0733 100710.
Swift Global Services available Contacts Offers a range of services and dial-up speeds, including high speed digital broadband. If you can subscribe to high speed services or only to the slower dial-up, depends on the neighborhood you live in. Call them to find out.
Dial up: ksh 2500-3000 per month Home broadband (wireless): ksh 12000 per month Apartment service (wireless): ksh 45000 per month
Tel: 020-692100 Hotline: 020 – 6921111
e-mail: [email protected]
iWay / Call Key
Services available Contacts Satellite high speed broadband connection with minimum download speeds of 250 Kbps. Might be more suitable and cost-effective for multiple users than for an individual or family. The installation of a satellite dish can cost US-$ 2000 or more.
Tel: 20-604933/4/5 Fax: 20-608626 Cell: 0725-331129
E-mail: [email protected]
Other Satellite Service
Providers
Can be located via the following website: http://www.satsig.net/ivsat-africa.htm
Internet Service Providers (ISPs)
As at 2007
46
Wananchi Online
Dial-Up Connection
Set up ISDN connec-tion
Contacts
1 year unlimited internet access Cost: Kshs 9,250 + VAT(Per Year)
Wananchi techni-cian will be sent out to your location to configure and setup the internet for you. One time cost of Kshs 1,000 + VAT
Faster dial-on-demand service available at ad-ditional cost of Kshs 15,000+VAT per quarter
Loita House, Loita Street; Tel: 20 313985 Cell: 722 204981 Fax: 20 313922 e-mail: [email protected] http://www.wananchi.com
Africa Online Web Premium Web Home Web Budget Contacts
70 hours per month of internet access, speed: 56k, minimum con-tract period: 1 month Cost: Kshs. 6,999
Unlimited access between 8pm -8a.m and weekends, speed: 56k, mini-mum contract pe-riod: 1 month. Cost: Kshs. 2,999 *
10 hours access to internet per month, speed: 56k, minimum contract period: 1 month Cost: Kshs. 1,999*
Africa Online Kenya 15th Floor, Rahimtulla Tower, Upper Hill Road, Upper Hill Tel: 20- 243775, Sales: 242374, Fax: 20 - 243762
Interconnect Basic Economy Premium/ Unlimited
Contacts
Access charge plus Kshs 4.00 per minute. This ac-count has both e-mail and Browsing facility and is pay as you use facility.
Unlimited e-mail, no browsing. Suit-able for clients whose priority is sending and receiv-ing mail.
Unlimited e-mail and 40 hours of browsing a month.
3rd Floor, The Chancery, Valley Rd, Nairobi Tel: 020 2711140 Fax: 020 2718418 [email protected]
Forex Bureaus
To convert currencies, below are four Forex Bureaus, and there are many more available. Please note that some Forex Bureaus will offer you a special UN rate, but you need to request it. It is worthwhile to identify yourself as a UN staff member and to inquire about special rates.
BAY FOREX BUREAU Principal Officer: Amin Premji Telephone: 244186 Fax: 229665, 248676 Stanley Building Kenyatta Avenue
GIGIRI FOREX BUREAU Principal Officer: Man-sukhlal D.Gar Telephone: 0722 855095: Gigiri Shopping Centre
UNION FOREX BUREAU Principal Officer: Rajesh Rajani Telephone: 448327 Fax: 441855/4448327 Sarit Centre, Westlands
KENZA EXCHANGE BUREAU Principal Officer: K.Okora Telephone: 827034 Fax: 2711646 Jomo Kenyatta International Airport on arrival in Nairobi
As at 2007
47
Nairobi has a good variety of of international schools. Programs range from the International Baccalaureate
(I.B.) to the British GCSE and GCE examinations. Some schools offer a national curriculum in non-English language. More Information:
http://www.english-schools.org/kenya/index.htm
Overview of Nairobi – based schools and their syllabus:
IB Schools
Information on IB schools in Kenya is available from: http://www.ibo.org/
Aga Khan Academy, The (254) 20 - 3744054/3742266
Braeburn College (254) 20 - 8561144
International School of Kenya (ISK) (254) 20 - 418 3622
Makini School (254) 20 - 892223
St Mary’s School (254) 20 - 4444 569
British Syllabus
http://www.english-schools.org/kenya/index.htm
Cavina School (254) 20- 3877079
Hillcrest Primary & Secondary (254) 20 - 882 222 / 884 448
Braeburn High School (254)-20-3872572
Braeside School & High School (254) 20-3866001/3876868
Peponi House Preparatory School (254) 20 4180583
Hillcrest School (254) 20 882222
St. Andrews School (254) 20 2025709 / 722 209750
American Syllabus International School of Kenya (ISK) (254) 20 - 418 3622
Rift Valley Academy (254) 20-3246-249*
Rosslyn Academy (254) 20 - 7120039, 7120702*
West Nairobi School (254) 20-884905/6, 0733-610394*
* Missionary Schools
National (Non-English) Syllabus
The German School (254) 020 - 522900, 521097
The French School (254) 20 - 3876195, 3876100
Swedish School Association (254) 20 - 566544
Japanese School of Nairobi (website in Japanese):
http://nippon.zaidan.info/dantai/073660/dantai_info.htm
International Schools
As at 2007
48
Cavina School
About/ Curriculum/Location
A British Preparatory School located for children aged three to thirteen years. Founded in 1950 by H Massie-Blomfield. After undertaking the Common Entrance Syllabus, students in their final year sit a series of exams, which gain successful candidates entry into certain Secondary Schools both in Britain and Kenya
Facilities Students have to sit eight major subjects in their final exams: Mathematics, English, French, Sci-ence, British History, Geography, Scripture and Latin.
Levels Pre-prep Unit, Junior School, Middle School, Senior School
Fees
CE Age range Years Other school’s Years Fees
1½ -3yrs Play group Baby class kshs 20,000
1 sept- 4yrs pp-I Kindergarten kshs 51,000
1 sept-5yrs pp-II Kindergarten kshs 79,000
1 sept-6yrs pp-III Year-1 kshs 90,000
1 sept-7yrs Form-I Year-2 kshs 120,000
1 sept-8yrs Form-2 Year-3 kshs 120,000
1 sept-9yrs Form-3 Year-4 kshs 120,000
1 sept-10yrs Form-4 Year-5 kshs 125,000
1 sept-11yrs Form-5 Year-6 kshs 125,000
1 sept-12yrs Lower-VI Year-7 kshs 125,000
1 sept-13yrs Upper-VI Year-8 kshs 125,000
13+ yrs CE-Exams
Contacts P.O Box 43090, Nairobi, Kenya,; Tel : 254 020 3877079, 3866011; Fax : 254 020 3866676 E-mail: [email protected]; website: http://www.cavina.ac.ke
International School of Kenya (ISK)
About/ Curriculum/Location
Day school which provides the basic US curriculum as well as the International Baccalaureate Diploma. Located on the outskirts of Nairobi along Peponi Road.
Levels/Programs From Pre-Kindergarten to Grade 12
Fees Level Fees
Pre-Kindergarten US$ 4120.00
Kindergarten - Full Day US$ 11,320.00
Grades 1 - 2 US$ 11,320.00
Grades 3 - 5 US$ 11,380.00
Grades 6 - 8 US$ 13,440.00
Grades 9 - 12 US$ 13,520.00
Registration US$ 4,000.00
Bus Fees US$ 900.00
Application Fee US$ 100.00
Contacts PO Box 14103, Nairobi 00800, Kenya Tel: +254 20 418 3622, Fax: +254 20 418 3272
Detailed Information: (Prices at the time of print and subject to change!)
As at 2007
49
Hillcrest School About/ Curriculum/ Location:
Located in the Nairobi suburb of Karen. The school caters for the international, professional and
local business communities. A seven acre property adjacent to the school holds the Boarding
House known as Toad Hall. Years 10 to 13 follow predominantly CIE (Cambridge International
Examinations) syllabi, some subject areas use EDEXCEL (Education Excel International- UK) or
AQA examination boards.
Levels/Programs Preparatory school and Secondary school
Fees Secon-dary school:
Tuition Years 8 - 13 203,500 kshs per term
Lunch 9,900 kshs per term
Boarding 100,000 kshs per term
Transport 15,000 kshs per term
Development Levy 5,000 kshs per term
Caution Money 10% of tuition
Registration 2,000 kshs
PTA membership 2,000 kshs
Contacts Hillcrest Secondary School : http://www.hillcrest.ac.ke/
Tel: (254 - 20) 882 222, 884 448, 883 492, 883 487/92; Fax: (254 - 20) 882 350
Peponi House Preparatory School
About/ Curriculum/Location
Independent, co-educational boarding school with an international intake of pupils working for internationally recognized school-leaving examinations at 16 (IGCSE), 17 (A/S) and 18 (A2) Years. The campus is within a km of the main Nairobi-Thika road near the town of Ruiru. Its main influences are the U.K. National Curriculum and the syllabi of the Independent School Examina-tions Board. Prepares for the Common Entrance Examination for entry into independent senior schools (mostly in Kenya and the U.K.) and for Public School Scholarship
Levels/Programs Offers the national curriculum for children between the age of 4 to 16
Fees
Preparatory school : Kshs 205,000 per term for three terms in a year. the academic year starts in the month of Septem-ber and runs thru to the month of July with Half term and End term breaks in between. Secondary school : Full boarder – kshs 306800 per term, transport 1000 pre journey Weekly boarder - kshs 294700 per term, transport 7000 per term Day student – kshs 236000 per term, transport 16000 per term *Application fee: kshs 2000, Entry fee: 5000, Caution fee: kshs 40000 (Kenyans) kshs 100000 (others), Pupils pass: kshs 4000
Contacts Peponi School, PO BOX 236, RUIRU , Kenya Tel: 067 54007 or 067 54251; cel: 254 733 615193 , 254 722 287248; fax: 067 54479 [email protected] or [email protected]
As at 2007
50
School uniforms for the listed schools are available either at School Outfitter (Muindi Mbingu Street opposite
the city market) or at Haria Uniforms Ltd (Sarit Centre in Westlands).
Some newly arriving staff members arrange temporary housing by asking future colleagues to put a notice up
on the electronic bulletin board. Others choose to stay in hotels within reasonable proximity to the UN com-
pound in Gigiri. Please find some options listed below.
Apartment Facilities & Charges Contacts
Mimosa Court Two kilometers from the city centre, within easy reach to Hurlingham and Yaya Shopping centre.
1 bedroom: KShs 15,000, US$ 210
2 bedrooms: KShs 135,000, US$ 1875
3 bedrooms: KShs 155,000 US$ 2153
Penthouse: KShs 200,000 US$ 2778
P.O. Box 58049 00200, Mucai Drive, Nairobi, Telephone: (254 20) 2726591, 2715755; Fax: (254 20) 2715724 E-mail: [email protected] http://mimosa.kenyaweb.com
Yaya Apartments In Hurlingham, along Argwings Kodhek Road in down-town Nairobi.
1 Bedroom: KShs 240,000.00, sq. ft. 1614
2 Bedroom: KShs 260,000.00, sq. ft. 1076
3 Bedroom: KShs 280,000.00, sq. ft. 1345
4 Bedroom: KShs 300,000.00, sq. ft. 1614
Penthouse: KShs.360,000.00, sq. ft. 3300
YAYA TOWERS LTD Ground Floor, Argwings Kodhek Road; P.O. Box 76440-00508 Nairobi, Tel:254-2-2713360/1 Fax:254-2-3864560 E-mail: www.yaya-apartments.com www.yaya-acentre.co.ke
Woodmere In the Hurlingham area, along Rose Avenue
Budget studio - US$ 719.00 per month
Studios: US$ 1,007 – 1205 per month
One bedroom with fireplace - US$ 1,957.00 per month
Super one-bedroom - US$ 2,158.00
Two bedrooms - US$ 2,158 - $ 2,686
Four-bedroom Vista - US$ 3147.00
P.O. Box 74381 00200, Nairobi, Kenya. Rose Avenue, Off Lenana Road; Tel:- (254-20) 2712511, 2715170, 2715112, Fax:- 2713720 Cell - 0722 344778, 0733 939730 E-mail [email protected]
Other Primary and Secondary Schools:
Temporary Housing
School Name Town Contact details
St Andrew's Turi Molo [email protected]
The Banda School Nairobi [email protected]
Kenton College Nairobi [email protected]
Rusinga School Nairobi [email protected], [email protected]
As at 2007
51
Other temporary housing and also permanent housing options can be found at: http://www.yellowpageskenya.com/classified under the houses category as shown below
Relatively secure areas in Nairobi, recommended by UN security include Runda, Muthaiga, West-lands, (Raphter Road), Gigiri, Riverside, Loresho (Kyuna Estate) and Mountain View Estate. Apart-ments tend to be higher priced than houses, but offer the convenience of security and facility management. For house rentals, you can check the bulletin board on the UN compound or recruit the services of a real estate company.
Estate agents, house sellers and property management companies can be found on the following link: http://www.yellowpageskenya.com/classified An expat run company—Karibuni Relocation Services —also offers assistance with house or apartment hunting for a fee (see page 51). Popular apartment complexes near the UN compound in Gigiri include:
If you want to drive, below is a list of some of the car rental companies available:
Fairview Hotel Apartments
On Kenyatta Avenue out of town, straight over the Uhuru Highway (roundabout) and up Valley Road.
2 Bedroom Apartments from 130,000 to 160,000 Kshs per month, depending on the lay-out
1 Bedroom Apartments from 115,000 to 130,000 Kshs per month
Bishops Road, PO Box 40842 Nairobi; Tel: (254-20) 2710090, 2723211, 2711321 Fax: (254-20) 721320 email: [email protected] http://www.fairviewkenya.com/
China Gardens
On United Nations Avenue, next to the American em-bassy, opposite the entrance of the UN complex
Furnished and serviced 2 and 3 bedroom apart-ments (kshs 80,000-135,000, US$ 1110-1875) per month
Self contained hotel rooms (kshs 4000 US$ 56) per month
Gigiri Tel: 7122921
Long Term Housing
Car Rental Information
Muthaiga Gardens:
0722 -611 204 (Carolyn)
Next to Gertrude's Children's Hospital, E-mail: [email protected]
Muthaiga Woods:
0722 -707068 (Alfred)
Near Muthaiga Mini Market; Fax 3754202; OPUS Properties Ltd; Tel: 3754200/1; E-mail: [email protected]
Riverside Park Apartments
TEL : (254) 20 – 4446551 Along Chiromo Road; Westlands
BUDGET
Documents Passport, Credit card, Driving license; Note: Holders of international passports are exempted from paying tax
Contacts P.O. Box 6741 Code 00100, Travel House, Opposite Six-Eighty Hotel, Muindi Mbingu Street Nairobi, Tel: +254 (20) 223581, 223582 Fax: +254 (20) 223584/ 227400, E-mail: [email protected]
Vehicles A wide range of vehicles costing KSH 5112-16664 depending on the type. Longer term rentals are discounted and start at KSH 3000 per day for the smallest vehicle (Toyota Starlet)
GLORY CAR HIRE TOURS AND SAFARIS LTD
Documents Passport, Credit card, Driving license, Deposit
Contacts Hilton hotel building,; P.O.Box 66969 Nairobi; Tel: 254-20-21484; e-mail: [email protected]
Vehicles Has a selection of saloon cars, jeeps and mini-buses. Prices range from KSH2900 (saloon car) to 10000 (mini-bus) per day depending on the size and type of the vehicle. Mileage is charged at 16-70KSH per day depend-ing on the size of the vehicle.
HERTZ
Documents Passport, Credit card; Driving license
Contacts Standard Street at the Stanley Hotel; Tel: +254-20-311 143 or 245 385 Fax: +254-20-311 147; Cell: +254 722203741 or +254 733620949; e-mail: [email protected]
Vehicles Prices start at KSH 2200 plus KSH 22 per km for a saloon car. Separate rates for unlimited mileage. As at 2007
52
Many internationally recruited staff members take advantage of the duty free import privi-leges and import cars from overseas, primarily Japan. Commonly utilized websites include:
www.ibcjapan.co.jp
www.autoequator.com
www.carjunction.com
Before you go ahead and ship your car from your previous duty station to Nairobi, or prior to ordering a car from Japan, Singapore or Dubai from one of the websites above, it is vital that get in touch with the host country office located within UNON. There are many import conditions that must be met and all required documents need to be in place so you will not experience substantial complications later on. Once you have arrived in Nairobi, all information pertaining to purchasing a car will be provided at the joint Wednesday morning brief-ing by security, medical services and the host country office. Please ensure to attend this briefing and check with your HR officer regarding the time and location. A duty-free car can only be replaced after 3 years from the date of importation into the country. Comprehen-sive information is available on the Intranet (click on Support Services and follow the relevant links). There are several ways of getting help with the complex process of buying and/or importing a car. One possi-bility is to contact IAPSO, the Inter-Agency Procurement Services Office, and another is to pay a fee to a local agent.
Buying a car locally: Most well known car companies in Nairobi:
Smaller car sellers within Nairobi selling a variety of models (and you can bargain):
Car Purchase Information
Buying Locally Buying Online
High cost of ownership Duty free privileges (no paying of import duty) Car is readily available Can be tested before purchase
Low cost of ownership Not able to test-drive Wide variety of models Possible shipment delays and import complications
Company Dealers in Contacts
Toyota East Africa Ltd Avensis, Land Cruiser, Prado, Corolla, Hiace, RAV, Coaster
P.O. Box 3391-00506 Nyayo stadium Fax: (020) 65 14 03, (020) 65 14 58 e-mail: [email protected] site: www.toyotaea.com
DT Dobie & Co (K) Ltd Mercedes Benz and Nissan P.O.Box 30160 -00200 city sq Fax: (020) 697 71 09 e-mail: [email protected]
General Motors East Africa ltd Isuzu and Opel P.O.Box 30527 – 00100, Nairobi Fax: (020) 693 61 99 e-mail: [email protected]
Company Contacts
Motorlink (Ngong Road) Ngong Road, Next to Magari.com ( Shina)
Tel. 020-575317, 020-578295 / 0722-742552 / 0722-497089
Signature (Ngong Road) Contact - Patrick - 0721 317 264
Tymestar (Parklands Limuru Road) Contact - Steve - 0722 742552
As at 2007
53
Furniture Purchase Information
Kenya Furniture Rentals
Bishop's Road behind Upper Hill Medical Centre before Fair-view Hotel
Wide range of furniture and electrical appliances. Both short term and long term contracts are available.
PO Box 42703, 00100 Nairobi Makao House, Bishops Road, Nairobi Tel: 020 2718789; Cell: 0722 974173 Fax: (020) 2718789; Email: [email protected]
Location Dealers in Contacts
Odds and Ends
Large showroom off Mombasa road about 200m after Kencell offices, be-hind Swift Global and Budget Car Rent-als. Open Monday to Friday 9 - 5 pm and on Saturdays till 4 p.m.
Specialty: Ethnic and rustic furni-ture; poster beds and day beds; Planter style furniture. Furniture for any part of the house or the office.
P. O. Box 978-00606, Sarit Centre Tel: 651081/ 651082/ 556743/ 551515; Fax: 553728 Mobile: 0733 618538/ 0722 528238 Email: [email protected]
Victoria
Furniture
The town showroom is located along Koinange street within the city centre, the Westlands showroom is in Corner
Home and office furniture. Safety boxes.
P.O. BOX 10827 – 00400, Nairobi Tel: 312913/225610/220169 Email: [email protected] http://www.victoriafurnitures.com
Nakumatt
Supermarket chain with a wide range of products, including furniture. Multi-ple outlets, including one in Village Market and Westlands (Nakumatt Ukay).
Home furniture ranging from bedroom, living, dining wall units and also office products.
Nakumatt Lifestyle *** Monrovia Street, PO Box 2384 00100 Tel: 254 20 556768; Cell: 254 733 943552; Fax: 254 20 556770 *** Many more outlets!
Furniture Palace
On Mombasa road on your way to the airport opposite the Kencell
Living -, bedroom –, office – and patio furniture. Affordable paintings.
Phone 828844 / 5 Fax: 828843 E-mail: [email protected]
Sunny Daze Ltd.
The showroom is located along Pe-poni road—halfway between the UN compound in Gigiri and Westlands.
Italian style, Kenyan made out-door furniture and elegant Swahili antiques. Also has a fair selection of traditional beds.
P. O. Box 62289; Nairobi Mob: 0733 607357/0721 530604; Fax: 4182718; Email: [email protected] Web: http://www.sdaze.com
Italian Design
Furniture Ltd.
Mobil Plaza, Muthaiga Road (top floor)
Combines Italian with Swahili design. Can make custom de-signed items on request.
P. O. Box 16635-00620, Nairobi Tel: 3760515 (Mob) 0733 603973 Email: [email protected] www.italiandesignfurniture.com
Trio Craft Ltd
Dagoretti Corner round-about Ngong, Naivasha Roads junction, next to Kenol Petrol Station (Note: Does not accept credit cards.)
Hand woven carpets, rugs, runners and fabrics. Design your own carpet in any size if you wish!
P. O. Box 00200-61868, Nairobi Tel: 571962 / 571071 Mobile: 0721997694/0722 740358 Email: [email protected]
Item
Price range
Kshs US$
Sofa set 70000+ 975+
Dinning set 28000+ 400+
Beds 25000+ 350+
Carpets 5000+ 70+
TV cabinets 19000+
* Price will depend on quality, design and style
Approximate cost for Purchasing Furniture in Nairobi:
Be cautious on what you buy from local road-side furniture shops along highways, especially along Mombasa Road and Ngong Road (Karen). If you want to do this, check first with security concern-ing the safety of this area or go with a local colleague. The prices of road-side sellers will be lower than in a furniture store and there is room for bargaining.
Renting furniture
Furniture can be rented at affordable rates from Kenya Furniture Rentals.
A lot of high quality furniture is imported from countries like South Africa, but it is also possible to find locally made furniture and to have furniture made according to your specifications. For locating local furniture makers, seek recommendations from your local colleagues.
The most popular car models on Kenyan roads are Toyota, Nissan and Mitsubishi. Spare parts are more readily available than for non-common cars. Documents needed when planning to import a vehicle via a dealer include: ID (passport / LP) and a PIN number.
As at 2007
54
Organizations /Locations
Contact Details Additional
Requirements / Information
UNON Electronic Bulletin Board
UNON website Accessible from your office com-puter.
Internal Notice Board
Stated on the posters pinned on the board.
Central Area (U.N. Gigiri) Ground Floor
Karibuni Relocation
Services
Jane Barnard Davard House, Westlands Tel: 4451780; Mob: 0722 525896
For a fee, this agency does all the screening and then presents you with the top candidates. Includes reference & health checks.
The Salvation Army
Tel: 6766375/3577263; Mobile 0733 235461; Ask for the centre manager.
Location: Kariokor Market, Caltex Pet-rol Station; Walk 100 metres up to the security guards at the gate.
Domestic staff has undergone one year training and is highly re-garded. Call in August to book a worker and drop by in person in September to confirm. Interviews are held in November.
UNKLESA / UNIASC
Ext. 2464 Block: G-210 [email protected] (Rosemary McCarthy)
Will give you information on rules when hiring domestic staff.
Kenya Buzz Inter-net Website
http://www.kenyabuzz.com Offers lots of valuable informa-tion, including on domestic staff.
Online Classifieds Kenya: http://www.buyandsell.co.ke Kenya Buzz Website: http://www.kenyabuzz.com/
At least 6 - 8 passport size photos per person. Educational documents. Travel Authorization number (TA #). Original ticket stubs / boarding passes used for traveling to Nairobi. Electronics (cheaper to import than to buy in Nairobi; you will find a good selection in Nairobi but not the
most modern models at the best possible price). Furniture, with the exception of patio furniture, is fairly costly in Kenya
How to Source Domestic Staff (Drivers, Housekeepers, Cooks, Nannies, Gardeners …)
Buying / Selling / Other Useful Websites
Approximate Prices for Electronic Items
What to Bring to Kenya for International Staff Members
Item Approximate Cost range
Kshs US $
Flat screen TV (LCD) 34000-250000 475-3475 Personal Computer 45000+ 625
IBM/HP laptop 70000-150000 975-2085
HP printer 6500-45000 95-625
Fridge 13000-110000 185-1530
Cooker 14000-51000 195-710
Washing machine 14000-80000 195-1115
As at 2007
55
Temperature Relative Average
Wet Days
Month Sunlight (hours)
Average Record From heat and humidity
humidity Precipitation (mm)
(+0.25 mm)
Min Max Min Max am pm
Jan 9 12 25 8 29 Moderate 74 44 38 5
Feb 9 13 26 9 31 Moderate 74 40 64 6
March 9 14 25 9 30 Moderate 81 45 125 11
April 7 14 24 11 28 Moderate 88 56 211 16
May 6 13 22 9 28 Moderate 88 62 158 17
June 6 12 21 7 27 - 89 60 46 9
July 4 11 21 6 26 - 86 58 15 6
Aug 4 11 21 7 27 - 86 56 23 7
Sep 6 11 24 5 28 - 82 45 31 6
Oct 7 13 24 7 30 - 82 43 53 8
Nov 7 13 23 6 28 - 86 53 109 15
Dec 8 13 23 8 28 - 81 53 86 11
Average
Nairobi, Kenya
NAIROBI WEATHER / AVERAGE CONDITIONS
Bar Chart - Nairobi Average Weather Condition
The following bar chart for Nairobi, Kenya shows the years average weather conditions readings covering rain, average maximum daily temperature and average minimum tem-perature.
56
PERFORMANCE APPRAISAL PROCESSES,
OVERTIME AND LEAVE INFORMATION
Essential e-Pas Information (page 54)
Remote Overtime Entry and Leave Monitoring Portal (page 55)
57
If you have a contract of six months or more, you are expected to do a performance appraisal, a col-laborative process involving you and your first level supervisor. Having a record of your perform-ance is important in particular if you wish to apply for longer-term positions within the United Na-tions system in the future. The PAS cycle runs from 1 April to 31 March and is conducted in three phases over the twelve-month period. Each phase requires a specific action by you and your supervisor. Apart from the face-to-face discussions between you and your supervisor, the ePAS process is re-corded entirely on-line. To access the on-line ePAS link, register at the following website:
http://www.epas.un.org/
Phase Action expected of you Your Supervisor’s Action (FRO)
Phase 1:
Initiate ePAS
(April)
Following a discussion with your super-visor, you initiate your work plan ac-cording to your TOR and the overall ob-jectives for your office, as contained in the Division/Service Chief’s Work plan. Your work-plan will outline the perform-ance goals and activities for the upcom-ing year. Sign off your ePAS and submit it online.
Your supervisor will view your work plan, discuss it with you and sign it off once it is in line with the overall objec-tives for your office and the expecta-tions for your performance. (S/he will ask for changes or clarifications if needed).
Phase 2:
Mid-year review
(Half-way)
Participate in a follow-up discussion with your supervisor to see if your per-formance goals have been met so far and if the work plan needs to be ad-justed.
Initiates review, comments on adapta-tions needed for the work plan in re-sponse to changes in the office or new work responsibilities. In case of a need for performance improvement, your supervisor and you will collaboratively design a performance improvement plan.
Phase 3:
Final/ End of Year
Appraisal
(March)
It is your responsibility to initiate the final appraisal for the reporting cycle. Specify and elaborate on your achieve-ments. To conclude the reporting cycle, you will sign the final rating, even if you disagree with it. (This does not indicate agreement with the rating, but simply acknowledges it.). If you feel that you deserve a higher rating, you can initiate a rebuttal process within 30 days after signing. Information on the rebuttal process is contained in the Administra-tive Instruction related to the PAS (ST/AI/2002/3)
Rates the staff member on a scale from 1 to 5, with 1 being the highest. Will consult with his/her reporting officer (your second level reporting officer) regarding reviewing your performance and assigning you a rating. After meet-ing you for the end of the appraisal cy-cle discussion, s/he will assign the final rating. The process is concluded when all parties have signed off electroni-cally (staff member and first and sec-ond reporting officers) and the final appraisal has been printed out and the hard copy signed by the same parties. Finally, the first reporting officer closes the cycle by clicking off on the elec-tronic PAS after the hard copy has been signed
PERFORMANCE APPRAISAL PROCESS (ePAS)
To learn more about ePAS, sign up for one of our Performance Management workshops. For more information on courses, contact the
Staff Development and Training Unit (SDTU) and watch out for announcements on the electronic bulletin board.
58
The “Remote Overtime Entry and Leave Monitoring Portal” is a web-based system consisting of two modules – leave management and overtime entry. Leave management module is developed in accor-dance to staff rules governing different leave types (links on the main page of the system are pointing to those rules), whereas the module for Overtime is developed in accordance to the latest administrative in-structions about official hours of work published in March 2002 (circular UNON/IC/2002/3 is available on UNON bulletin board). The system has been developed for recording of Compensatory Time Off (CTO), Overtime (OT) and Night Differential (ND) and for the automatic calculation of respective hours of CTO, OT and ND. The system provides easy ways of reviewing and printing detail and summary reports for any pe-riod. The certification of worked hours is also done on-line through the system.
The implementation of “Remote Overtime Entry and Leave Monitoring Portal” system eliminates
the need of usage of the “Leave Card” and “Overtime Claim Form” forms and automates the process of re-questing, approving, recording and certifying leave (all steps followed by staff members and their supervi-sors) as well as reduces the time needed for processing and paying CTO, OT and ND. The system provides more reliable and up to date information pertaining to leave and OT, CTO and ND to managers and leave monitors (TA focal points) in each organizational unit.
The “Remote Overtime Entry and Leave Monitoring Portal” can be started by selecting “Overtime and e-Leave” link on the UNON intranet (http://www.unon.org/restrict/intranet) main page. The system is password protected and in order to perform any action, the user of the system should logon by providing her/his user id and password. The user id is always the staff member’s index number and initially the password is also set up to be the same as the index number. Once the link is selected, the logon screen of “Remote Overtime Entry and Leave Monitoring Portal” is appearing as shown below.
IMPORTANT – you MUST change your password after the first log on to the system by select-ing “Change Password” option. By doing this you will personalize the usage of the system and protect your own data.
After correct user id and password combinations are entered, the main page of the system is dis-
played on the screen. It contains three sections – main menu of the system, reference documents (links) and support information. The main menu provides quick access to frequently used operations in each of the two modules, whereas the options on the left side are related to leave monitoring and the options on the right are related to overtime processing. The page looks like as shown here:
There are seven different options related to the Leave Monitoring module, which are covering all steps of leave administrative process and users of the system could have access either to few or all of them based on their predefined role (access level) in the system. By default all staff members have access to “Request Leave”, “Record Leave” and “Review Leave” options and all staff defined with supervisory role have access to three additional options – “Approve Leave”, “Certify Leave” and “Delegate Authority”. Staff members from HRMS/Medical Services have access to “Sick Leave Certify” option.
Remote Overtime Entry & Leave Monitoring Portal UNON IMIS Support Unit
The IMIS Help Desk can be contacted on extension 4646
You can download the complete guide from the UNON Intranet
The above is just the most basic information
59
OTHER VALUABLE INFORMATION:
Tuchanuke! Be informed! Three C’s Policy for UN Staff and Families Affected by HIV/AIDS in Kenya (pages 57-58)
UN Plus in Kenya (page 59)
United Nations Kenya Local Expatriate Spouse Association UNKLESA (page 60)
United Nations Inter-Agency Spouse Club UNIASC (page 61)
Security Advise for UN Visitors in Kenya (pages 62-63)
Diplomatic Police Unit (pages 64-66)
Checklist for Host Country Forms (page 68)
United Nations Competencies for the Future (pages 70-71)
60
61
62
www.unplus.org [email protected]
What is UN+ (UNPLUS)? UN+ is an informal group of UN staff members living with HIV. What does UN+ do? UN+ K Overall Objectives are: Offer psycho-social support to staff members and their families To contribute to the development of and/or improvement of existing policies on HIV among United Nations agencies in Kenya To create an enabling environment of all HIV-positive staff members, irrespective of the level of disclosure of their HIV status To create an organized and effective voice for people living with HIV within the United Nation system that challenges stigma and discrimination How do staff members join UN+? To join, please contact in confidence the following person(s): Jane Tel (office): 7621552 Mobile: 0720238343 Email: [email protected] Email: [email protected] “Uniting for solidarity, equality and acceptance for people living with HIV within the UN system through awareness raising, policy change and advocacy”
63
64
65
66
SECURITY IN KENYA
Kenya is currently at Phase 1 of the UN Security Plan with the exception of the following areas in Northern Kenya which are at Phase 3 - Turkana and Marsabit Districts and the whole of North Eastern Province. Official UN visitors to Kenya need a security clearance to enter the country and a further security clearance to go to any of the Phase 3 areas. Demonstrations due to politically motivated issues can occur at regular intervals –considering this is an election year in Kenya. Crime in Nairobi has been increasing and like many other large cities, it is no longer the safe place that it used to be. To avoid being a victim of crime, observe the fol-lowing common sense rules. If you are intending to stay in a hotel, you are strongly advised to stick to those in the recommended list. PERSONAL SECURITY
Street muggings can occur at any time of the day and night in both Nairobi and Mombasa. Be alert and follow these simple rules:
Keep to the main parts of Nairobi and don't be tempted to go to places that you are not sure of.
Keep to the main roads and avoid short cuts down back alleys etc.
Never walk at night in the centre of Nairobi even for a short distance - always take a taxi.
Be particularly wary of people hanging around outside hotels; it is a favourite place to catch tourists and mug them.
Ignore the street children and people coming up to you in the streets with hard luck tales. Street children can become violent and the latter may be part of an elabo-rate scam or they might just simply be pick pockets. The best thing to do is just to walk on and ignore them.
Do not carry large sums of money when shopping and do not wear expensive jewellery etc.
Do not accept food and drink from strangers; visitors have known to be drugged and then robbed.
CREDIT CARD FRAUD
Credit card fraud is common in Nairobi as in many other large cities so follow commonsense rules. Try and ensure that credit card slips are endorsed in your
presence and if you have to use a slip as a deposit, always fill the amount in and check that you get the slip back. ROAD TRAVEL
Taxis. Try and take JIM cab, Jatco or Kenatco (telephone numbers listed overleaf). The local
unlicensed taxis are often unreliable, un-roadworthy and should be avoided. Always confirm the fare in advance if there is no meter. Never take a lift from a stranger. Hire Cars. Only hire cars from a reputable car hire firm; a short list of some reputable car hire firms is overleaf. You can then be certain that you have the right insurance cover, the vehicle has been maintained and it will be in reasonably good condition.
Security Advice for UN Visitors
Matatus and Buses. You are strongly advised to be ex-tra cautious whenever you have to travel with the public transport, however exciting they might look. In the case of matatus, they are sometimes un-roadworthy and badly driven and their accident record is appalling, particularly on up country routes. Pickpockets are known to frequent both buses and matatus, which add to the hazards of travelling on them. DRIVING
Some of the roads in Nairobi and Up country are in a very poor state with some impassable. Therefore: Always drive defensively, expecting the worst and from
the most unlikely sources. Keep doors locked and valuables out of sight when
driving. Only open car windows 10 to 12 centimetres particularly
when stopped at traffic lights etc. Necklaces and bags can easily be snatched.
Never drive a Vehicle when under the influence of Al-cohol or any other intoxicant.
If you travel outside Nairobi, go well prepared and never drive at night. Tell someone where you are going and when you ex-
pect to be back. If you hire or borrow a vehicle make sure that it is in
good condition. Take essential spares and some food and water. Be very reluctant to stop for people apparently look-
ing for help on the road side. Frequently they wait for people to stop and either rob you or steal your car.
ARMED VEHICLE HIJACKING
This is a common crime in Nairobi. If you become the vic-tim of a car hijacking do as you are told and do not resist the hijackers. Do not attempt to escape them by driving fast. If you comply, there is every chance that you will be released unharmed. Always take basic precautions high-lighted above seriously. According to Police Statistics most of the current carjackers are petty criminals. They usually apply some of the tactics to trap their unsuspecting victims: The Good Samaritan –Someone appears to be in need
of help and you stop to assist, then you get Carjacked. The Gate – The Carjackers Ambush you as you wait for
the gate to your Residence to be opened. The Road block - They erect a road block in a road
with little traffic of during the late hours of the night. The Accident – The Carjackers use a Second Vehicle to
bump onto your car forcing you to stop. Nb. This list of tactics is not exhaustive. However the best precaution one can take is to be alert always AND NEVER ATTEMPT TO BE A HERO if you are confronted by car-jackers.
67
SAFARIS
Except as indicated, most game parks and other tourist areas are usually safe but mug-gings and armed attacks can occur any-where and at anytime. The Samburu, Shaba and the Ma-sai Mara game reserves have all experienced bandit attacks in the past. On security grounds you are strongly advised to avoid the whole of North Eastern Province, Tana River Dis-trict in Coast Province and Isiolo and Marsabit Districts in Eastern Province. If you go to Lamu, you are strongly ad-vised to fly; from Malindi to Garsen to Lamu the road is both insecure and in poor condition and you have to travel by convoy. Book your safaris through a reliable travel agent and you can then be fairly certain that any vehicle that is provided and the way the safari is conducted will be safely done. If you wish to go to Samburu or Shaba game parks, you should go with a tour operator or if on your own, take a KWS guard whilst in the park. The official UN Travel Agents at Gigiri, Acharya and Bunson Travel can advise. THEFTS
When checking out of a hotel ensure that you keep brief-cases, handbags and small luggage with you as these items are extremely attractive and have been stolen from inside hotel lobbies whilst guests are busy checking out. Always ensure that items which are attractive and valuable are kept out of sight. DIPLOMATIC POLICE UNIT
This unit was formed two years ago by the Kenya Police in Partnership with UNDP. It is Situated at Gigiri area off UN Avenue .It is comprised of 420 specially selected police offi-cers. They usually respond to the scene of a crime or incident where members of Diplomatic community are in-volved .They do provide Security advice to on request. The unit provides officers to Patrol areas within Nairobi where members of Diplomatic community reside. The UNDP PRO-JECT Manager can be reached on 7625230. HOTELS
The following hotels are recommended and there is a range to cater for most tastes and pockets.
CENTRAL AREA Boulevard Hotel*** 227567/337221 Fairview Hotel *** 2723211 Grand Regency Hotel ***** 211199 Hilton Hotel ***** 250000 Inter-Continental Hotel ***** 335550 Nairobi Safari Club ***** 251333 Norfolk Hotel ***** 250900 Panafric Hotel **** 2720822/3 SiSilver Springs Hotel 2722451/2/3/4/5 The Stanley Hotel***** 228830/316377 Serena Hotel ***** 2710511/2822000 Panari Hotel ***** (Msa Rd) 828990/6946000
WESTLANDS Jacaranda Hotel *** 4448713/7 Holiday Inn Nairobi **** 3740920/1
Security Advice for UN Visitors continued KIAMBU/RUARAKA Safari Park Hotel ***** 802493 Utalii Hotel*** 802540/1/2 Windsor Hotel ***** 862300 Hotel La Mada 8561041/8561113
The Kenya Tourism Federation (KTF) assists tourists, tour companies, hotels and wananchi in general (like us) who may have queries about safety and security aspects of local national parks and other tourist locations in Kenya. In case you are traveling somewhere or wish to find out about a certain location, please feel free to contact them as follows:
24-Hours Helpline: Nairobi (+254-020) 604-767 Fax: Nairobi (+254-020) 604-730
Mobile #: 0722-745-645/0733-617-499 E-mail: [email protected] HELP
If you are involved in an incident, report it immediately to the UN Security Control Room which is at the UN Complex in Gigiri on the north side of Nairobi. Tell the Officer on duty that you are a UN visitor to Kenya. He will then be able to contact the Police and provide some assistance for you. The telephone numbers are listed below. If you be-come involved with the Police as a result of an incident, always make clear to them your UN status and make sure you carry some form of official identification, not necessarily with your wallet which you might have lost.
USEFUL TELEPHONE NUMBERS
Emergency Numbers: UN Control Room - Gigiri 7622999/2344/6666
0720629999/ 0733629999
Police Emergency Service 999 Diplomatic Police Unit 0735356506 7625235/7625231 Hospitals: Aga Khan Hospital 3742531/747676 MP Shah Hospital 3742763/4/5/6 Nairobi Hospital 352101/2722160 Gertrude’s Children’s Hospital 3763474/3763475
Taxis: Kenatco 225123 Jatco 4446096/575369 JIMCAB 7122565/0722711001 (www.jimcab.co.ke) Car Hire: Avenue 227849/219725 Avis 336794/334317 Budget 223072/330169 Car Hire Services 3743270/1/2 Chequered Flag 4443354/443806 Hertz 331974/331973
ADDITIONAL INFORMATION:
UNON Security provide Residential Security surveys for In-ternational staff as per the MORSS Requirements. For more information visit Security webpage in the UNON Intranet. (www.unon.org) or email: [email protected]
Please attend the Wednesday AM Security Briefing!
68
DIPLOMATIC POLICE UNIT
Participate in Community Policing Most crimes are crimes of opportunity.
Endeavour to minimize the risk.
WHEN SHOPPING
Avoid concentrating so hard on shopping that you fail to keep track of your surroundings.
Grip carried items firmly and avoid leaving them unattended.
Shop with friends and relatives if possible; there is safety in numbers.
Keep a close eye on children while shopping.
Return to your vehicle to reduce amount being carried.
Store items in the trunk/boot or well out of sight from onlookers.
Stay alert while arranging items in your vehicle. If someone approaches and you feel uncomfortable, enter vehicle and lock doors.
Visit ATMs at well lit and populated locations, during daylight hours If anyone is loitering or looks suspicious, go to another ATM.
If apprehensive about any location for any reason, leave.
WHEN YOU TRAVEL
Check for construction detours and for longer trips, obtain a weather forecast.
Inform a friend or family member where you will be, contact numbers and when you expect to return.
Give the route of travel.
Travel during daylight hours.
Always carry a mobile telephone with recorded emergency telephone numbers.
Maintain a minimum of one-half tank of fuel.
On longer trips, have water, food, first aid kit and blankets in the vehicle.
If involved in a non-injury accident, in an unsafe location, acknowledge the accident to the other drivers and proceed to a safe location.
Summon the Police.
If signaled to stop by any vehicle other than a clearly marked law enforcement vehicle, acknowledge the signal and waive the driver to follow to a safe location.
On a mobile telephone, dial 999, tell Police your location and that you are being followed by an un-marked vehicle. Ask Police to send a marked vehicle to your location.
When returning to vehicle, carry keys in hand and be ready to unlock the door and enter quickly. Take a quick look inside vehicle before entering.
69
DIPLOMATIC POLICE UNIT Continued
PARTIES In the event that a large party is planned it is recommended that the Security Provider supervisor be con-
tacted to review security requirements. Bear in mind that parking of vehicles presents both a congestion and security problem. Additional security should be provided for vehicles parked outside secure compounds.
Ensure any contracted or hired help are from a reputable service and that vehicles and containers are checked by Security Guards at the completion of the festivities.
GENERAL SAFETY TIPS Ensure police and Emergency Hotline numbers are recorded in Mobile Phones.
Do not leave personal items unattended in public places.
Do not become involved in any commotion in the streets or a call of distress unless the individuals are well known to you.
Do not walk alone at night on city streets and dark alleys.
Be constantly aware of your surroundings.
Report to the Police any suspicious persons and/or situations.
Make a list of all valuables, including serial numbers and, if possible, photographs of items for reference in the event of fire or theft.
CHILD SAFETY Ensure that hired help are fully checked through identification documents and a background check with the
Police, especially for Nannies. As is the way of life with, in many cases, both parents and single parents working, Nannies provide for the children and are with the children more than the parents.
Ensure that young children do not stray from parents in public areas, are accompanied when going to lavato-
ries and never permitted to play in isolated areas. IF FOLLOWED (ON FOOT) Cross the street to observe if in fact someone is following.
Vary your pace.
Change direction.
Seek Police assistance
REPORTING CRIME It is important to report all crimes to the Police. Making a report does not obligate you to pursue charges
against a suspect. It may prevent you, a friend or other person from becoming a victim and may enable the Police to identify, apprehend and take measures to prevent the suspect from committing additional offences.
DPU TELEPHONE NUMBERS: Mobile Hotline (24/7): 0716 000559
Landline (24/7): 7625235
UNON Security: 762-2344/2999/6666
UNDP Kenya Police Capacity Building: Project Manager: Jack Klassen Tel: 762-5230
Mobile: 0722209626 email: [email protected]
70
DIPLOMATIC POLICE UNIT
TIPS ON SAFEGUARDING YOUR HOME Do not let strangers into your house and insist on seeing proper identification cards of KPLC, Telkom, NCC or
other Government representatives. Never leave keys to your house or gate unsecured or in dropping points like doormats and flowerpots. Make sure all spare keys are accounted for and that they are secured. Do not leave ladders, heavy tools outside the house; these may be used to facilitate a break-in. If you have a reputable security provider (KSIA Member) inform the senior staff as to the period you will be
away and give them a contact number in the event of emergency. Your security company should arrange pa-trols of your premises or increased supervision during the period you are away.
When you are out of town, ensure that your staff carry out their normal daily routines. Curtains remaining shut during the day and external lights remaining on during the day can advertise your absence to opportun-ists.
Never employ staff without thoroughly checking their references, photocopy identification documents and avoid employing casual labor.
ALARM SYSTEMS Test your alarm system with the provider to ensure it is working properly when first installed and on a regular
basis. Ensure the alarm system is properly set before leaving the property, especially when proceeding on a trip or
holiday. Notify your security advisor of any prolonged absences from the premises. DOORS AND WINDOWS Doors and windows should be constructed of heavy wood or metal frames. Security gates secured to flimsy
wooden frames are ineffective. Window and door frames should be of strong metal construction. Ground floor windows and doors should have strong, not ornamental, grills, with a very good quality, case
hardened steel locking device. Depending on ease of access, other floor levels should have similar protection. Internal safe haven grills/gates should be affixed as with doors and windows, to metal frames. The safe ha-
ven grill should assure at least 10 minutes protection from house invaders. SECURITY LIGHTING All external security lighting should be subject to a nightly check by the Security Guards – with a check list
submitted to the resident on a daily basis. Repair any defective lights as soon as possible – keeping a store of replacement lights on the property. Internal lights should be switched off when not in use. should any visitor enter the compound when owner/tenant not on the property. Locally hired staff should not be permitted to invite visitors to the compound without prior approval of the
owner/tenant. VISITORS Are visitors expected? If not, ensure that the Security guards restrict entry to the compound and notify you
of the presence of visitors. For invited or expected visitors, notify Security Guards of the expected time of arrival, number, names and
description of visitors, with a description of the vehicles and registration plates. Any persons purporting to be Agents of Government or Companies to be refused entry by the Security Guards
pending the residents approval for entry. Under no circumstances should any visitor enter the compound when owner/tenant not on the property.
Locally hired staff should not be permitted to invite visitors to the compound without prior approval of the owner/tenant.
Continued
71
Vital Host Country Forms To Get You Registered in Kenya
This section contains a checklist for vital host country forms which you will
need to complete to be registered in Kenya and to have access to diplo-matic privileges. In order to understand the registration process for living and working in Kenya, it is essential that you attend the joint Wednesday
morning briefing within one week of arriving in Nairobi.
Please note that editable versions of the forms can be downloaded from the UNON Intranet along with
examples of completed forms and detailed instructions.
WE LOOK FORWARD TO SEEING YOU AT THE WEDNESDAY
MORNING JOINT BRIEFING!
HOST COUNTRY ONLINE DOCUMENT TRACKING
Check out the highly convenient online document tracking services of the Host Country Relations Unit.
Save time on phone calls or trips to HCRSU and instead check the status of your host country documents
online. To do so, log on to:
http://www.unon.org/restrict/intranet/ss/hcrsu/
You can also access this site via the UNON Intranet
72
Vital Host Country Forms – Check List
All forms will be explained to you at the Wednesday Morning Joint Briefing. You can also look up samples of completed forms on the Intranet web pages of the Host Country Relations Unit (see next page)
Form / Purpose Support Documents / info required
Date submitted to the Host
Country Office
Copy kept
(check-mark)
Form PRO-A (Triplicate) Notification of Arrival
3 passport-size photos of the applicant and the spouse; copy of respective passports including the entry stamp; copy of contract or Personnel Action (PA).
Form3 (Duplicate) Application for Kenya Entry Pass—and renewals
2 passport-size photos; copy of contract or PA; no photos for renewals required.
Form-16 (Duplicate) Application for a Re-Entry Pass and renewals for staff member s and dependents
Accompanied by: Form 6 (Duplicates) for each dependant Re-Entry Pass Application for Dependents
2 passport-size photos for new arrivals only
Form TQ1 - PIN Application Personal Identification Number
Copy of national passport or UN Laissez-Passer
Form VII Application for a Kenyan driving licence (include an official translation to English if in a foreign language)
2 recent photographs, best accompanied by a valid international drivers licence; In lieu of that, a national licence will do.
VAT Exemption Form (Quadruplicate) Form to claim Value Added Tax
Consult HCRU about the different ways of applying for VAT exemption.
Form PRO-1 B Form to obtain duty-free privileges
Consult HCRU for details and advice
Documents and Forms Needed for Purchasing or Importing a Vehicle
Approved Form PRO-1 C To be provided by seller
Consult HCRU for further information
Form C Transfer of Ownership
Ditto
Application Requirements for Duplicate Registration Book/Driver Licence/Vehicle Licence
Ditto
Form A New and used vehicle registration
Ditto
Application for Reflective Number Plate Costs Ksh 2,000 per set of two
Custom’s Clearance Certificate / Memo Number (HRCU to be consulted)
Staff members’ responsibility—may be han-dled by a clearing agent of choice against payment.
Other documents needed: Seller’s passport pages with photo, number and valid re-entry as well as the seller’s PIN, proof of duty paid in cases of non-privileged individuals.
Please consult with the Host Country Office before finalizing a vehicle purchase deal.
Comprehensive information on the Host Country Relation Unit and its services is available on the Intranet, including editable forms in PDF format. Please be aware that some of the forms need to be submitted double-sided and in duplicate or triplicate. Always keep one copy on file for your own reference.
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To locate samples of completed Host Country forms, please visit the UNON
Intranet web pages.
Step-by-step Pathway:
When your computer starts up in the morning, it
is automatically directed to iSeek, which is set as
our homepage.
Click on “UNON Intranet” on the left hand col-umn of the page.
Under UNON Services (left column again)
click on “Support Services”
Now click on the green box labelled “Host
Country Services”
Click on the category of form you want to download (immigration, duty free value added tax
or vehicles).
This will lead you to the web page with both the
editable PDF form and samples of completed
forms. Type the form online, print, photocopy
and submit to HCRU.
Step-by-step Pathway to the Host Country Forms on the UNON Intranet
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Integrity Professionalism Respect for Diversity
Demonstrates the values of the United Nations in daily activities and behaviors
Acts without consideration of personal gain
Resists undue political pressure in decision-making
Does not abuse power or authority
Stands by decisions that are in the organization’s interest, even if they are unpopular.
Takes prompt action in cases of unprofessional and unethical behavior.
Shows pride in work and 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 and challenges
Remains calm in stressful situations
Works effectively with people from a broad range of backgrounds
Treats all people with dignity and respect
Treats men and women equally
Shows respect for and understanding of diverse points of view and demonstrates this understanding in daily work and decision-making
Examines own biases and behaviors to avoid stereotypical responses
Does not discriminate against any individual or group
United Nations Core Values
United Nations Competencies for the Future 1
The competencies are based on the belief that people are our organization’s best asset and its key to success. They serve as a framework for recruitment, development and performance appraisal. This allows the United Nations to keep the best people on board and to help employees strengthen vital skills. The competencies were developed via a participatory process by employees of the Secretariat at various levels and in various duty stations. The competency framework consists of three vital ele-ments: core values, core competencies and managerial competencies.
Core competencies are the skills, attributes and behaviours which are considered important for all staff of the organization, regardless of function or level.
Communication: Speaks and writes clearly and effectively Listens to others, correctly interprets messages from others and responds appropriately Asks questions to clarify and exhibit interest in having a two-way communication Tailors language, tone, style and format to match the audience Demonstrates openness in sharing information and keeping people informed
Teamwork: Works collaboratively with colleagues to achieve organizational goals Solicits input by genuinely valuing others’ ideas and expertise; willing to learn from others Places team agenda before personal agenda Supports and acts in accordance with final group decision, even when such decisions may not en-
tirely reflect own position Shares credit for team accomplishments and accepts joint responsibility for team shortcomings
Core Competencies
Source of all of the above: UN Competencies Booklet (available in PDF form on iSeek)
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Planning and Organizing Develops clear goals that are consistent with agreed strategies Identifies priority activities and assignments; adjusts priorities as required Allocates appropriate amount of time and resources for completing work Foresees risks and allows for contingencies when planning Monitors and adjusts plans and actions when necessary Uses time efficiently
Accountability Takes ownership of all responsibilities and honours commitments Delivers outputs for which one has responsibility within prescribed time, cost and quality standard 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 ap-
plicable
Client Orientation Considers all of 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 and setbacks in projects Meets timeline for delivery of products or services to client
Creativity Actively seeks to improve programmes or services Offers new and different opinions to solve problems or meet client needs Promotes and persuades others to consider new ideas Takes calculated risks on new and unusual ideas; “thinks outside the box” Takes an interest in new ideas and new ways of doing things Is not bound by current thinking or traditional approaches
Technological Awareness Keeps abreast of available technology Understands applicability and limitations of technology to the
work of the office Actively seeks to apply technology to appropriate tasks Shows willingness to learn new technology
Commitment to Continuous Learning Keeps abreast of new developments in own occupation/
profession Actively seeks to develop oneself professionally and person-
ally Contributes to the learning of colleagues and subordinates Shows willingness to learn from others Seeks feedback to learn and improve
Source of all of the above: UN Competencies Booklet (available in PDF form on iSeek)
Managerial Competencies
Managerial competencies are the skills, attributes and be-haviours which are consid-ered essential for staff with managerial or supervisory responsibility:
Leadership Vision Empowering Others Building Trust Managing Performance Judgement / Decision-
making
Core Competencies continued 1
