HRMS/UNON 2009

Printed in Nairobi, Kenya, 04/2009

Table of Contents:

Essential Information

 Welcome letter from the Chief of HRMS 3

 Pre-Arrival Checklist 4

 Oath of Office 5

 Vital Four Step Arrival Guide 6

 Arrival / Survival Checklist 7

 HRMS Induction Checklist 8

 Checklist for Induction 9

 List of Essential Offices 10

 Information on the Joint Induction Briefing by Security, Medical and Host Country 11

 Staff Administration Section Contact Diagram 12

 List of Services from A to Z 13

 Map of the Gigiri Compound 14

 UN Residential map 15 Information on Offices from A to Z

 Priority List for Your First Week and First Month in Gigiri and Service Info Overview 16

 Human Resources Management Services 17

 Payroll 18

 Treasury and Cashier’s Office 18

 United Nations Federal Credit Union (UNFCU) 19

 Office of Internal Oversight Services (OIOS) 19

 Staff Union 19

 Information and Communication Technology Services (ICTS) 20

 Visa, Travel and Shipment Offices 21

 Facilities Management and Transport Services (FMTS) 22

 Commercial Operation Unit (COU) 22

 Mail, Pouch and Archives Unit (MPAU) 23

 Building Management and Transportation Unit (BMTU) 23

 Security and Safety Services (SSS) 24

 Library 25

 How to obtain Telephone Services 25

 Telephone Work Order Form 26

Table of Contents (continued)

Vital Forms and Information

 Instructions for Completing the Salary Distribution Form 27

 Salary and Pay Roll Forms for International Staff Members 28-29

 Salary and Pay Roll Forms for Local Staff Members 30-32

 Health Insurance Information for International and Local Staff Members 33

 Group Life Insurance Information 34

 United Nations Joint Pension Fund 34

 Van Breda Application Form for International Staff Members 35

 GMC Application Form for Local Staff Members 36

 AETNA Life Insurance Application Form 37-38

 Rental Subsidy and Residential Security Entitlements 39

 Example of How to Calculate Your Rental Subsidy Entitlement 40

Practical Information On Living in Nairobi

 Karibu Kenya 2006/07 Update— Information on Housing, Schools, Furniture, 41-55 Internet and Other Aspects of Daily Living

Performance Appraisal Processes, Overtime and Leave Information

 Essential e-PAS information / E-Pass Quick Guide 56-57

 Remote Overtime Entry and Leave Monitoring Portal 58

Other Valuable Information

 HIV/AIDS Policy Information 59-63

 United Nations Kenya Local Expatriate Spouse Association (UNKLESA) 64-65

 Security Advice for Visitors in Kenya 66-67

 Diplomatic Police Unit (DPU) 68-70

Vital Host Country Forms to Get You Registered in Kenya

 Host Country Form Checklist 71-72

 Step-by-Step Pathway to Host Country Forms on the UNON Intranet 73

United Nation Competencies for the Future 74-75

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. United nations office at Nairobi Nairobi office at United nations Sincerely,

Human Resources Management services services Management Human Resources Suleiman Elmi, Chief, HRMS United Nations Office at Nairobi

3

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.

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

4

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.

5

ArrivingArriving andand ThrivingThriving inin NairobiNairobi A step by step arrival guide for new international staff members

1 2 3 4

Pre-Arrival Day 1 @ Duty  Info Package: Station  Introduce you Week 2 - 4: to your H.R. Visit your Officer • Review the new office  Meet with both information in meet your  Introduce you your HR Officer supervisor to on-line the Karibu and applications. and Assistant Kenya booklet colleagues. who will brief and the you in detail on Meet with your related 2006 HR Assistant entitlements and who will: benefits; discuss update.  Brief you Other ac- on the tions for any other issues Induction Day1: raised, advise • Complete Process. the online  Obtain your you on status of security  Verify grounds pass your applica- your  Open a bank tions and pay- briefing personal account to en- course. and sure timely ments. academic payment of DSA The link is certifi- provided in cates and and salary.  Complete and Complete F10 your Offer receive  submit the rele- any com- claims form Letter. pleted  Sign up for IT vant forms for forms. and telephone rental subsidy, services education  Inform • If you are you about grant, security manda- and other new to the UN tory brief-  Day 2 @ system, visit ing ses- Duty Station entitlements. the UNJSPF sions.

(pension)  Provide Meet your HR  Attend manda- website: http:// you with Assistant who will: tory OIOS brief- www.unjspf.org a sum- mary  Clarify any un- ing. of en- clear issues. • Complete as titlments and bene-  Initiate many forms as  Submit any out- fit and a standing forms your ePAS in possible and list of consultation essential and complete compile contacts checklist. with your super- documents and  Issue you visor. certificates on with your  Issue your Per- letter of sonnel Action the HRMS appoint- and complete  Complete man- enrollment in the pre-arrival ment datory on-line checklist Pension fund, life  Issue you and medical in- training (accessible with an surances. through the introduc- tion letter links provided  Set date of next to the induction ses- in your Offer). bank. sion. Bring them  Initiate along to HR on requests Day 1 at the for pay- ment of Week 1 duty station. your as- signment and relo- •Attend the cation grants. 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

6

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

7

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.

8

Checklist for Induction*

NName:ame: ______Index No.: ______Duty Station: ______Org/ Section: ______Category/Level: ______EOD Date: ______

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: ______

9 List of Essential Offices

[email protected] [email protected] [email protected] [email protected] [email protected] Generic Email-Addresses [email protected]

Ext Assistant

4107 4107 Ngatia Peninah 4900 Ext 1501 Moses/Eunice/Ken 1506 1506 Moses/Eunice/Ken 1501 2547 Spencer Theuri 4223

Chen Rehana/Michael/ Leah Karingithi Karingithi Leah 1065 Mutabari Rose 4702 Maggie Kigochi Kigochi Maggie 1036 Ann/Joanne 1044 Pradeep Sood Sood Pradeep Officer Japheth Roseanne Onyango Onyango Roseanne 3647 Njaramba Lucy 3620 Daniel Daniel Mubarak Shah 3580 Ikiara Patrick 3841 Dr. Ling Kituyi Kituyi Dr. Ling 2264 Florence Chazima 2268 t 5391 Dorcas Kanyi 4796 Kanyi 4796 Services(OIOS) Dorcas t 5391 Ouelle Normand The Office of Internal Oversight United Nations Federal Credit Union Liaison Of- fice (UNFCU) Payments Unit (Cashier) Treasury Washington Wanjau Shenoy Anuradha 4070 4794 Lucy Njaramba Ombuya Sarah 3620 [email protected] 3077 Travel/Shipment/Visa/UNLP Information Technology & Communications Ser- & Communications Technology Information vices (ICTS) Office Staff Union (UNEP, UN-Habitat, UNON) UN-Habitat, (UNEP, Staff Union Application E-Leave Atana Rhoda Centre Recreational 3729 Caroline Karia Petkov Vladimir 2706 4196 Kipchumba Janet 5204 Division of Conference Services (DCS) (DCS) Services Conference of Division Unit Archives and Pouch Mail, United Nations JointServices Medical Host Country Relations Unit Unit Relations Host Country Security and Safety Services Glavind Vibeke Peter Marshall 4067 David Goret 2326 Benjamin Ndunda 3428 2331 [email protected] Payroll Unit Unit Payroll

*For any queries on your Leave, kindly contact your leave monitor

Please make a point of visiting the above offices 18 June 2009 10

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.

11

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.

12

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- V1 -West Wing 3453 ministration Section 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 3841 Upper Concourse Treasury (Cash Office) W3-East Wing 3619

Staff Claims V-3 East Wing 4070/3606

Shipping Central Area 3522 Upper Concourse 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 Central Area 4201 Renewal Upper Concourse

13

Detailed version of the UN Map 2010.

14

15

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

16

Office: Human Resources Management Services (HRMS)

Contact The Chief of HRMS is Mr. Suleiman Elmi , V-1 East Wing, extension 3059 Details 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 &  The Recruitment and Classification Section (RCS) provides advisory, management and Services: 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/  Extensive information on the process of recruitment is available on UNON’s Intranet Action Required to Obtain Services  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)

17

Office: Payroll

Contact Contact person (s): Mr. Solomon Kabuye Details: 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- [email protected] or Swalha.Saad.unon.org Mandate & The Payroll Unit is responsible for payment of salaries and other benefits to UNEP, UN Habitat/ Services: 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/ Completed UNFCU deduction form. Form normally provided together with salary distribution Action Required to form by HRMS. If you do not have this form, ask us for it or download it from the Intranet. Obtain Services:

Office: Treasury

Contact Contact person (s): Anu Shenoy or William Kaiya Details: 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 & General: Cash management and Contributions *(refer to UNON Intranet Treasury Section, Services: 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/ Submit the completed Salary Distribution Form. Your HR officer will provide you with a copy Action Required to and you can also download this document from the Intranet. Obtain Services:

18

Office: UNFCU

Contact Contact person (s): Anne Muigai, Joanne Muturi, Jesse Gathirwa, Donald Mwangi Details: Extension #: 1044; 1036; 1047; 1056 Location: UNFCU Office next to block G E-mail address: [email protected], [email protected], [email protected]; [email protected]

Mandate & USD Financial institution. As a representative office there are no cash services except an ATM and Services: 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/ To open an account you will need the following documents: Action Required to Obtain Ser- vices:  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 Contact person (s): Normand Ouellet Details: Extension # 5391; Location – U 237 E-mail address: [email protected]

Mandate & The General Assembly established the OIOS in July of 1994 to enhance oversight functions within Services: 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/ Services and activities of this unit will be discussed with you in your one-on-one Action Required briefing preferably within the first 6 months of your arrival. A detailed booklet to Obtain on OIOS’s services and mandate will be provided to you at that time. Services:

Office: Staff Union

To obtain information on the Staff Union, visit Ms. Rhoda Atana in room I-121 or call her on extension Basic 2707. He will inform you on: Information/ Contact Details:  Staff Union membership,  Staff Benevolent Fund  Activities organized by the Staff Union

19

Office: INFORMATION AND COMMUNICATION TECHNOLOGY SERVICES ( ICTS )

Contact Contacts: ICTS User Support, Details: Extension #: 6065; Fax: 5065; E-mail address: [email protected]

Mandate & Our Mission: To provide the best available and most cost-effective set of common informa- Services: 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 / 1. Access the UNON Intranet Website Action Required to 2. Network and Infrastructure Service - Click Obtain Services: 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)

20

Office: Visa

Contact Contact person: Monica Mucheru; Details: Extension # 4201; Email Address: [email protected] Location: Central Area (next to upstairs travel agent)

Mandate &  Advise staff on visa procedures and process applications for official travel Services:  Process all applications for UNLPs, Family Certificates and UN Certificates.

 Renew all issued UNLPs and Family Certificates

Documentation /  Complete visa application forms available on the UNON intranet Action Required to  Complete form TTS.2 Application for issuance or renewal of UN Laissez-Passer Obtain Services:

Office: Travel

Contact Contact person (s): Ms. Ann Muongeri; Edith Dingo Details: Extension #: 2285 (Anne ) or 3156 (Edith) Location: W 206; E-mail address: [email protected] or [email protected]

Mandate & Our Mission: Services: 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 /  Certified Travel request queued into our Travel In-box. Action Required to  Fully filled out and completed Entitlement Travel request Form. Obtain Services:

Office: Shipment

Contact Contact person (s): Alice Gaithuru Ndungu; Extension #: 3572 Details: Location: Central Area ; E-mail address: [email protected]

Mandate & Arrange for the shipment of personal effects for Internationally recruited staff member travelling Services: on recruitment, repatriation, reassignment to other duty stations. Arrange for clearance of official consignments including Printed Matter for UNON, UNEP and UN-HABITAT.

Documentation /  Completed PT78 (Insurance Inventory form) Action Required to  PRO 1B (Duty Free Exemption Form) Obtain Services:  Relevant Shipping documents Airway Bill/Bill of Lading/Packing List/Invoice  National Passport/UNLP

21

Office: Facilities Management and Transportation Services (FMTS)

Contact Contact person (s): Stephen Stannah Details: Extension #: 4569, Location: G-204, E-mail address: [email protected]

Mandate & The Facilities Management and Transportation Section has the mandate to cover the follow- Services: ing services:

(1) Mail, Pouch & Archiving Unit - MPAU (2) Commercial Operations Unit – COU (3) Building Management & Transportation Unit - BMTU

Documentation / Find detailed information regarding how to obtain the services provided by each of the above Action Required to units below. Obtain Services:

Office: Commercial Operations Unit (COU)

Contact Contact person (s): Kevin Payne - Manager Details: Extension # 1969; Location: G-217; E-mail address: [email protected]

Mandate &  Issue of Commissary Access Services:  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 / UN Commissary Action Required to Copy of Staff Member contract will be required. Staff Member must bring this to the Main En- Obtain Services: 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.

22

Office: Mail, Pouch and Archives Unit (MPAU)

Contact Daniel Gang Cheng is the Chief of MPAU; ext. 2547, E-mail: [email protected] Details: 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 &  Dispatching mail promptly by diplomatic pouch, post or courier. Services:  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 /  For Mail, Pouch and Courier Services. Clients in UNON, UNEP and UN-HABITAT should Action Required to send us a duly completed authorization form which is available on the intranet or from our Obtain Services: 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 Contact person (s): Details:  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 & Specific functions of BMTU include: Services: 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 /  Application for a Staff Bus Pass Action Required to  Request for Official Transport Obtain Services:  E-mail the BMTU ([email protected]) or call the BMTU hotline at ext. 6999

23

Office: Security and Safety Services

Contact The Security and Safety Service in Kenya is headed by Mr. Peter Marshall, who is Details: 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 [email protected]

Diplomatic Police

 Tel : +254 20 7625231/2/3/4/5

 +254 733356506 [email protected] 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 & The Security and Safety Service is responsible for the security and safety of United Nations Services: 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 / To have your ground pass, a request is now generated from HR—Staff Administration Sec- Action Required to tion to Security, so you no longer need to carry along your letter of appointment/contract. Obtain Services: 24

Office: Library

Contact Contact person (s): (OIC) Samuel Mwaniki; Virginia Gitau Details: Extension : 2544; 2587; 1017 Location: LB-2; E-mail address: [email protected] or [email protected]

Mandate & INFORMATION FOR DEVELOPMENT BY BRINGING INFORMATION CLOSER TO Services: 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 /  UN staff members automatically qualify to use the facilities. Action Required to  To access the Library services and products, staff members are invited to come in person, Obtain Services: 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 DIALLING INSTRUCTIONS Administrator (GS-staff) for approval. Once the form is signed, have it faxed to extension 2075. For a fea- Local Official Calls: Dial 9-0- # ture change, or to report problems, call helpdesk Local Private Calls: Dial 9-1-# extension 2345. Your GS colleagues will be happy to International Official Calls: Dial either 74-0-# assist you with this procedure. (call routed via New York) or 76-0-# (call routed via Italy) Please also check the information on E- International Private Calls: Dial either 74-1-# or billing on the Intranet 76-1-#

25

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 ______

ADMIN.APPROVAL NEW PORT INSTALLATION ALLOT.ACC. ______

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: ______

26

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)

27

Instructions for completing the Salary Distribution Form

#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.

28

29

30

31

32

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.

33

GROUP LIFE INSURANCE INFORMATION (FOR ALL STAFF MEMBERS)

 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.

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)

34

35

36

37

38

Staff Entitlements

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

39

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- Dependency rate = % 0 cer. Percentages vary from duty Single rate = % 20 0 station to duty station.

f) Individual Threshold Amount

[(a-b) + c + d x e] - Dependency Rate 1,617.59 (Net salary + Post adjustment multi- [(a-b) + c + d x e] - Single Rate plied by threshold percentage)

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 40

2006/2007 Karibu Kenya Update

Supplemental information to update the original Karibu Kenya publication

41

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.

42

Banking in Kenya

Kenya Standard Barclays Bank UNFCU Commercial Bank Chartered Bank  ID or passport  Letter of introduction  1 color passport from employer or ac-  Letter of contract  Letter of introduction Documents photo count holder from the UN from employer Needed to  Letter of introduction  ID or passport  Passport  2 color passport Open an from employer  2 color passport  UN LP photos  Proof of residential Account photos  Passport address (i.e. electric-  Income statement ity bill / lease) *Depends on account: Minimum  Instant savings ac-  Current account: Deposit count:- 50,000 USD $50  Current account: KShs.2,000 in Kenyan  High rate savings ac- USD $50 count:- 100,000  Savings account: Shilling  Savings account: KSH 2,000  Current account: No KSH 1000 minimum balance Mondays – Friday Mondays – Fridays: Mondays – Fridays: 9:00 AM – 3:00 PM Opening Monday – Friday: 9 AM - 3:00 PM 9 AM – 3 PM Times 8:30 AM – 4 PM* Saturdays 9 – 11am (for banks outside town cen- * Thursday until 5 PM Saturday: 9 – 11 AM Saturday: 9 -11 AM tre). Warwick Centre branch is closed Sat.

 Most recom- mended—DIVA Savings account: Account / Salary Monthly Savings account:  KSH 200-300 de- Account KShs.750 pending on bal- Banking  Safari Savings Ac-  Below $50 - $5.0 ance count—no charges Charges per month  above 50000 – no  Instant Access Ac- charge count— no charges for balance of KShs.50,000+ , United Nations Office at United Nations Office at Branch Warwick centre opposite Nairobi, Block F, Lower Nairobi, Block F, Lower Warwick Centre, Nearest to the the United Nations recrea- Concourse (UN com- Concourse (UN com- Ground Floor tion centre UN Compound plex) plex) Village Market— prestige.village- ATM Nearest Block F, Lower Con- Block F, Lower Con- Warwick Centre, [email protected] course course Ground Floor to the UN Muthaiga Shopping Centre

E-Banking No No No No

Banking MasterCard, MasterCard, Visa Electronic Visa Electronic Networks Visa Electronic Visa Electronic Kshs & US-$ Yes Yes Yes Yes Accounts? Travelers Yes No Yes Yes Cheques Barclays Plaza UN Compound in Gigiri Tel: 254-20-3270000, Stanbank House, Switchboard: +(254) (2) Block F, Lower Con- Telex: 23085, Moi Avenue, P.O.Box

Contacts 332230; Fax +(254) (2) course Fax: 254-2- 30003-00100 Nairobi 213915; Email: bar- Tel: +1 212 338 8100 38006,216405 Tel: (020) 3293000# [email protected] Fax: +1 212 338 8231 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] As at 2007 43

Mobile Phone Service Providers

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 Celtel Kenya Location, Nairobi Location, Nairobi Safaricom House, Waiyaki Way Parkside Towers, Mombasa Road Ex-Telcom House, Haile Selasie Uniafric House, Koinange Street Avenue Sarit Centre, Westlands I & M Building, Kenyatta Avenue Sarit Centre, Westlands Customer Service No. 0733 100700 Website: http://www.ke.celtel.com Customer Service No. 42723185; 42723354 Website: http://www.safaricom.co.ke

Postpaid Service  Yes (Monthly billing)  Yes (Monthly billing) Prepaid Service  Yes  Yes

Tariffs

Postpaid Tariffs Corporate post-pay: Special U.N. Tarrif plan:  Based on off peak and peak hours Take advantage of the best Celtel tariff where the prices vary i.e. lower  l Tariff plan: Ksh. 8.04 Celtel to Celtel charges during off peak hours)  Ksh. 10.96 Celtel to Safaricom Advantage: (All rates are at Per second billing)

 Lower tariffs, credit facility, dedicated  Ksh. 11. 60 Celtel to Landline

and personalized customer service via NO monthly fees the Account Managers. Customers have access to several packages such

as free phones with subscription to All you need: Advantage and phone upgrades at  Ksh 4000 Subscription Deposit subsidized prices  Ksh 5000 Roaming Deposit  Jambo (If you need to be in constant  Connection fee waived contact with people during the day)

Prepaid Tariffs  Taifa (Call whoever, whenever, any- 1. Copy of your ID or Passport where in Kenya for a simple, fixed (Buy and Talk) 2. Copy of your pin certificate (Not op- rate) tional)  Tariffic (constant contact with people 3. Copy of Staff ID during the day; has a monthly charge) 4. Copy of work permit  Sema*

 Safari tariff* (prepaid roaming tariff) * For more information check: www.ke.celtel.com * For more information check: www.safaricom.co.ke

As at 2007 44

Other Relevant Information Where and How to Application available from Safaricom Care Applications available at the Celtel offices in town Sign Up for Post Centre in Westlands (Safaricom House) Also along Koinange street, Sarit centre in Westlands Payment Plans: from the office in Sarit Centre. and Parkside towers along Mombasa Road

Documents needed to subscribe: Documents needed to subscribe: Certificate of Registration Work permit PIN Certificate PIN Certificate VAT Certificate Identity Document or Passport Identity Document or Passport 2 Passport size photos 2 Passport size photo Stronger and better signal (no network con- 2 referees (employer/Safaricom customer) gestion) Competitive Edge Bigger market share; Lower tariffs Wider network coverage Well known roaming partners Special Services Flashback 130: to send a polite request to Mobile Business: to instantly access the internet friends and family to call them whenever they and e-mail lack sufficient credit or are in distress) Me2u: Airtime-sharing service; enables you to top WAP: Wireless Application Protocol, a protocol up mobile phones of your friends, and family mem- for browsing the internet from your phone bers directly from your own mobile 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. Nearest Office to I & M building city centre along Kenyatta avenue City centre along Koinange street UN Contacts Phone: 254-20-427 -3272, email: customer- Parkside Towers, Mombasa Road [email protected] Tel: 020 690 100 00 http://www.safaricom.co.ke/ [email protected] http://www.ke.celtel.com/ Enquiries: dial 200 from you mobile phone for the 24 hour free customer care service. Landline: Celtel Postpaid subscriber: dial 700 from Celtel 020 427 2200. 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.

Internet Service Providers (ISPs)

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. Swift Global Services available Contacts Offers a range of services and dial-up speeds, including high speed digital Tel: 020-692100 broadband. If you can subscribe to high speed services or only to the slower Hotline: 020 – 6921111 dial-up, depends on the neighborhood you live in. Call them to find out.

 Dial up: ksh 2500-3000 per month e-mail: [email protected]  Home broadband (wireless): ksh 12000 per month  Apartment service (wireless): ksh 45000 per month iWay / Services available Contacts Call Key Satellite high speed broadband connection with minimum download speeds of Tel: 20-604933/4/5 250 Kbps. Might be more suitable and cost-effective for multiple users than for Fax: 20-608626 an individual or family. The installation of a satellite dish can cost US-$ 2000 or Cell: 0725-331129 more. E-mail: [email protected] Other Satellite Can be located via the following website: Service http://www.satsig.net/ivsat-africa.htm

Providers As at 2007

45

Wananchi Dial-Up Set up ISDN connec- Contacts Online Connection tion

1 year unlimited Wananchi techni- Faster dial-on- Loita House, Loita Street; internet access cian will be sent out demand service Tel: 20 313985 to your location to available at ad- Cell: 722 204981 Cost: Kshs 9,250 + configure and setup ditional cost of Fax: 20 313922 VAT(Per Year) the internet for you. Kshs 15,000+VAT e-mail: One time cost of per quarter [email protected] Kshs 1,000 + VAT http://www.wananchi.com

Africa Online Web Premium Web Home Web Budget Contacts

70 hours per Unlimited access 10 hours access Africa Online Kenya month of internet between 8pm -8a.m to internet per 15th Floor, Rahimtulla access, speed: and weekends, month, speed: Tower, Upper Hill Road, 56k, minimum con- speed: 56k, mini- 56k, minimum Upper Hill tract period: 1 mum contract pe- contract period: Tel: 20- 243775, month riod: 1 month. 1 month Sales: 242374, Fax: 20 - 243762 Cost: Kshs. 6,999 Cost: Kshs. 2,999 * Cost: Kshs. 1,999*

Interconnect Basic Economy Premium/ Contacts Unlimited

Access charge Unlimited e-mail, Unlimited e-mail 3rd Floor, The Chancery, plus Kshs 4.00 per no browsing. Suit- and 40 hours of Valley Rd, Nairobi minute. This ac- able for clients browsing a Tel: 020 2711140 Fax: 020 count has both e- whose priority is month. 2718418 mail and Browsing sending and receiv- facility and is pay ing mail. [email protected] as you use facility.

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 GIGIRI FOREX BUREAU UNION FOREX BUREAU KENZA EXCHANGE BUREAU Principal Officer: Amin Principal Officer: Man- Principal Officer: Rajesh Premji sukhlal D.Gar Rajani Principal Officer: K.Okora

Telephone: 244186 Telephone: 0722 855095: Telephone: 448327 Telephone: 827034 Fax: 229665, 248676 Fax: 441855/4448327 Fax: 2711646 Gigiri Shopping Centre Stanley Building Kenyatta Sarit Centre, Westlands Jomo Kenyatta Avenue International Airport on arrival in Nairobi

As at 2007

46

International Schools

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 Aga Khan Academy, The (254) 20 - 3744054/3742266

Information on IB schools in Braeburn College (254) 20 - 8561144 Kenya is available from: International School of Kenya (ISK) (254) 20 - 418 3622 http://www.ibo.org/ Makini School (254) 20 - 892223

St Mary’s School (254) 20 - 4444 569

British Syllabus Cavina School (254) 20- 3877079

http://www.english- Hillcrest Primary & Secondary (254) 20 - 882 222 / 884 448 schools.org/kenya/index.htm 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) The German School (254) 020 - 522900, 521097 Syllabus 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

As at 2007 47

Detailed Information: (Prices at the time of print and subject to change!)

Cavina School

About/ Curriculum/ A British Preparatory School located for children aged three to thirteen years. Founded in 1950 Location 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/ Day school which provides the basic US curriculum as well as the International Baccalaureate Location 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 As at 2007 Tel: +254 20 418 3622, Fax: +254 20 418 3272 48

Hillcrest School About/ Located in the Nairobi suburb of Karen. The school caters for the international, professional and Curriculum/ local business communities. A seven acre property adjacent to the school holds the Boarding Location: 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 Tuition Years 8 - 13 203,500 kshs per term school: 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

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) About/ Years. The campus is within a km of the main Nairobi-Thika road near the town of Ruiru. Its main Curriculum/ influences are the U.K. National Curriculum and the syllabi of the Independent School Examina- Location 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

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 : Fees  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

Peponi School, PO BOX 236, RUIRU , Kenya Contacts Tel: 067 54007 or 067 54251; cel: 254 733 615193 , 254 722 287248; fax: 067 54479 [email protected] or [email protected] As at 2007

49

Other Primary and Secondary Schools:

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]

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).

Temporary Housing

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 1 bedroom: KShs 15,000, US$ 210 P.O. Box 58049 00200, Mucai Two kilometers from the Drive, Nairobi, 2 bedrooms: KShs 135,000, US$ 1875 city centre, within easy Telephone: (254 20) 2726591, reach to Hurlingham and 3 bedrooms: KShs 155,000 US$ 2153 2715755; Fax: (254 20) 2715724 Yaya Shopping centre. Penthouse: KShs 200,000 US$ 2778 E-mail: [email protected] http://mimosa.kenyaweb.com

Yaya Apartments 1 Bedroom: KShs 240,000.00, sq. ft. 1614 YAYA TOWERS LTD In Hurlingham, along Ground Floor, Argwings Kodhek 2 Bedroom: KShs 260,000.00, sq. ft. 1076 Argwings Kodhek Road Road; P.O. Box 76440-00508 in down-town Nairobi. 3 Bedroom: KShs 280,000.00, sq. ft. 1345 Nairobi, Tel:254-2-2713360/1 4 Bedroom: KShs 300,000.00, sq. ft. 1614 Fax:254-2-3864560

Penthouse: KShs.360,000.00, sq. ft. 3300 E-mail: www.yaya-apartments.com www.yaya-acentre.co.ke

Woodmere Budget studio - US$ 719.00 per month P.O. Box 74381 00200, Nairobi, In the Hurlingham area, Kenya. Rose Avenue, Off Lenana Studios: US$ 1,007 – 1205 per month along Rose Avenue Road; Tel:- (254-20) 2712511, One bedroom with fireplace - US$ 1,957.00 per month 2715170, 2715112, Fax:- 2713720 Super one-bedroom - US$ 2,158.00 Cell - 0722 344778, 0733 939730

Two bedrooms - US$ 2,158 - $ 2,686 E-mail Four-bedroom Vista - US$ 3147.00 [email protected]

As at 2007

50

Fairview Hotel Apartments 2 Bedroom Apartments from 130,000 to 160,000 Bishops Road, PO Box 40842 Nairobi; Tel: (254-20) 2710090, On Kenyatta Avenue out of Kshs per month, depending on the lay-out 2723211, 2711321 town, straight over the Uhuru 1 Bedroom Apartments from 115,000 to 130,000 Fax: (254-20) 721320 Highway (roundabout) and Kshs per month email: [email protected] up Valley Road. http://www.fairviewkenya.com/

China Gardens Furnished and serviced 2 and 3 bedroom apart- Gigiri

On United Nations Avenue, ments (kshs 80,000-135,000, US$ 1110-1875) per next to the American em- month Tel: 7122921 bassy, opposite the entrance of the UN complex Self contained hotel rooms (kshs 4000 US$ 56) per month

Other temporary housing and also permanent housing options can be found at: http://www.yellowpageskenya.com/classified under the houses category as shown below

Long Term Housing

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:

Muthaiga Gardens: Muthaiga Woods: Riverside Park Apartments

0722 -611 204 (Carolyn) 0722 -707068 (Alfred) TEL : (254) 20 – 4446551

Next to Gertrude's Children's Hospital, Near Muthaiga Mini Market; Along Chiromo Road; Westlands E-mail: [email protected] Fax 3754202; OPUS Properties Ltd;

Tel: 3754200/1; E-mail: opusproper- [email protected]

Car Rental Information

If you want to drive, below is a list of some of the car rental companies available:

BUDGET Passport, Credit card, Driving license; Documents Note: Holders of international passports are exempted from paying tax P.O. Box 6741 Code 00100, Travel House, Opposite Six-Eighty Hotel, Muindi Mbingu Street Nairobi, Contacts Tel: +254 (20) 223581, 223582 Fax: +254 (20) 223584/ 227400, E-mail: [email protected] A wide range of vehicles costing KSH 5112-16664 depending on the type. Longer term rentals are discounted Vehicles 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] Has a selection of saloon cars, jeeps and mini-buses. Prices range from KSH2900 (saloon car) to 10000 (mini- Vehicles 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 Standard Street at the Stanley Hotel; Tel: +254-20-311 143 or 245 385 Contacts 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

51

Car Purchase Information

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 Locally Buying Online  High cost of ownership  Low cost of ownership  Duty free privileges (no paying of import duty)  Not able to test-drive  Car is readily available  Wide variety of models  Can be tested before purchase  Possible shipment delays and import complications

Buying a car locally:

Most well known car companies in Nairobi:

Company Dealers in Contacts Toyota East Africa Ltd Avensis, Land Cruiser, Prado, P.O. Box 3391-00506 Corolla, Hiace, RAV, Coaster 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]

Smaller car sellers within Nairobi selling a variety of models (and you can bargain):

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 52

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.

Furniture Purchase Information 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.

Location Dealers in Contacts Large showroom off Mombasa road Specialty: Ethnic and rustic furni- P. O. Box 978-00606, Sarit Centre Odds and about 200m after Kencell offices, be- ture; poster beds and day beds; Tel: 651081/ 651082/ 556743/ Ends hind Swift Global and Budget Car Rent- Planter style furniture. Furniture 551515; Fax: 553728 als. Open Monday to Friday 9 - 5 pm for any part of the house or the Mobile: 0733 618538/ 0722 528238 and on Saturdays till 4 p.m. office. Email: [email protected] The town showroom is located along Home and office furniture. Safety P.O. BOX 10827 – 00400, Nairobi Victoria Koinange street within the city centre, boxes. Tel: 312913/225610/220169 Furniture the Westlands showroom is in Corner Email: [email protected] http://www.victoriafurnitures.com Supermarket chain with a wide range Home furniture ranging from Nakumatt Lifestyle *** Nakumatt of products, including furniture. Multi- bedroom, living, dining wall units Monrovia Street, PO Box 2384 00100 ple outlets, including one in Village and also office products. Tel: 254 20 556768; Cell: 254 733 Market and Westlands (Nakumatt 943552; Fax: 254 20 556770 Ukay). *** Many more outlets! On Mombasa road on your way to Living -, bedroom –, office – Phone 828844 / 5 Furniture and patio furniture. Affordable Fax: 828843 Palace the airport opposite the Kencell paintings. E-mail: [email protected]

The showroom is located along Pe- Italian style, Kenyan made out- P. O. Box 62289; Nairobi Sunny poni road—halfway between the UN door furniture and elegant Mob: 0733 607357/0721 530604; Fax: Daze Ltd. compound in Gigiri and Westlands. Swahili antiques. Also has a fair 4182718; selection of traditional beds. Email: [email protected] Web: http://www.sdaze.com

Italian Mobil Plaza, Muthaiga Road (top Combines Italian with Swahili P. O. Box 16635-00620, Nairobi Design floor) design. Can make custom de- Tel: 3760515 (Mob) 0733 603973 Furniture signed items on request. Email: [email protected] www.italiandesignfurniture.com Ltd. Dagoretti Corner round-about Hand woven carpets, rugs, P. O. Box 00200-61868, Nairobi Trio Craft runners and fabrics. Design Tel: 571962 / 571071 Ltd Ngong, Naivasha Roads junction, next to Kenol Petrol Station your own carpet in any size if Mobile: 0721997694/0722 740358 Email: [email protected] (Note: Does not accept credit cards.) you wish!

Price range Approximate cost for Purchasing Item Kshs US$ Furniture in Nairobi:

Be cautious on what you buy from local road-side Sofa set 70000+ 975+ furniture shops along highways, especially along Dinning set 28000+ 400+ Mombasa Road and Ngong Road (Karen). If you Beds 25000+ 350+ want to do this, check first with security concern- ing the safety of this area or go with a Carpets 5000+ 70+ local colleague. The prices of road- TV cabinets 19000+ side sellers will be lower than in a furniture store and there is room for * Price will depend on quality, design and style bargaining.

Renting furniture Furniture can be rented at affordable rates from Kenya Furniture Rentals.

Bishop's Road behind Wide range of furniture and PO Box 42703, 00100 Nairobi Kenya Upper Hill Medical electrical appliances. Both Makao House, Bishops Road, Nairobi Furniture Centre before Fair- short term and long term Tel: 020 2718789; Cell: 0722 974173 Rentals view Hotel contracts are available. Fax: (020) 2718789; Email: [email protected]

As at 2007 53

Buying / Selling / Other Useful Websites

Online Classifieds Kenya: http://www.buyandsell.co.ke Kenya Buzz Website: http://www.kenyabuzz.com/

What to Bring to Kenya for International Staff Members

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

Approximate Prices for Electronic Items

Approximate Cost range Item 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

How to Source Domestic Staff (Drivers, Housekeepers, Cooks, Nannies, Gardeners …)

Organizations / Additional Contact Details Locations Requirements / Information

Accessible from your office com- UNON Electronic UNON website Bulletin Board puter.

Internal Notice Stated on the posters pinned on the Central Area (U.N. Gigiri) Board board. Ground Floor Jane Barnard For a fee, this agency does all the Karibuni Davard House, Westlands screening and then presents you Relocation with the top candidates. Includes Services Tel: 4451780; Mob: 0722 525896 reference & health checks. Offers lots of valuable informa- Kenya Buzz Inter- http://www.kenyabuzz.com net Website tion, including on domestic staff.

Tel: 6766375/3577263; Mobile 0733 Domestic staff has undergone one 235461; Ask for the centre manager. year training and is highly re- The Salvation garded. Call in August to book a Army Location: Kariokor Market, Caltex Pet- worker and drop by in person in rol Station; Walk 100 metres up to the September to confirm. Interviews security guards at the gate. are held in November. Ext. 2464 Will give you information on rules UNKLESA / Block: G-210 when hiring domestic staff. UNIASC [email protected]

(Rosemary McCarthy) As at 2007

54

NAIROBI WEATHER / AVERAGE CONDITIONS

Nairobi, Kenya

Average Temperature Relative Wet Average Days

Month Sunlight Average Record From heat and humidity Precipitation (+0.25 (hours) humidity (mm) 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

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.

55

PERFORMANCE APPRAISAL PROCESSES, OVERTIME AND LEAVE INFORMATION

Essential e-Pas Information (page 54)

Remote Overtime Entry and Leave Monitoring Portal (page 55)

56

PERFORMANCE APPRAISAL PROCESS (ePAS)

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: Following a discussion with your super- Your supervisor will view your work visor, you initiate your work plan ac- plan, discuss it with you and sign it off cording to your TOR and the overall ob- once it is in line with the overall objec- Initiate jectives for your office, as contained in tives for your office and the expecta- ePAS the Division/Service Chief’s Work plan. tions for your performance. (S/he will Your work-plan will outline the perform- ask for changes or clarifications if (April) ance goals and activities for the upcom- needed). ing year. Sign off your ePAS and submit it online. Phase 2: Participate in a follow-up discussion Initiates review, comments on adapta- with your supervisor to see if your per- tions needed for the work plan in re- formance goals have been met so far sponse to changes in the office or new Mid-year and if the work plan needs to be ad- work responsibilities. In case of a need review justed. for performance improvement, your supervisor and you will collaboratively (Half-way) design a performance improvement plan. Phase 3: It is your responsibility to initiate the Rates the staff member on a scale from final appraisal for the reporting cycle. 1 to 5, with 1 being the highest. Will Specify and elaborate on your achieve- consult with his/her reporting officer Final/ End of ments. To conclude the reporting cycle, (your second level reporting officer) Year you will sign the final rating, even if you regarding reviewing your performance Appraisal disagree with it. (This does not indicate and assigning you a rating. After meet- agreement with the rating, but simply ing you for the end of the appraisal cy- (March) acknowledges it.). If you feel that you cle discussion, s/he will assign the final deserve a higher rating, you can initiate rating. The process is concluded when a rebuttal process within 30 days after all parties have signed off electroni- signing. Information on the rebuttal cally (staff member and first and sec- process is contained in the Administra- ond reporting officers) and the final tive Instruction related to the PAS (ST/ appraisal has been printed out and the AI/2002/3) 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

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.

57

Remote Overtime Entry & Leave Monitoring Portal UNON IMIS Support Unit 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.

You can download the complete guide from The IMIS Help Desk can be the UNON Intranet contacted on extension 4646 The above is just the most basic information

58

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)

59

60

61

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”

www.unplus.org [email protected]

62

63

64

65

Security Advice for UN Visitors

SECURITY IN KENYA Matatus and Buses. You are strongly advised to be ex- tra cautious whenever you have to travel with the public Kenya is currently at Phase 1 of the UN Security Plan with transport, however exciting they might look. In the case of the exception of the following areas in Northern Kenya matatus, they are sometimes un-roadworthy and badly which are at Phase 3 - Turkana and Marsabit Districts and driven and their accident record is appalling, particularly on the whole of North Eastern Province. Official UN visitors to up country routes. Pickpockets are known to frequent both Kenya need a security clearance to enter the country and a buses and matatus, which add to the hazards of travelling further security clearance to go to any of the Phase 3 areas. on them. Demonstrations due to politically motivated issues can occur at regular intervals –considering this is an election year in DRIVING Kenya. Crime in Nairobi has been increasing and like many other large cities, it is no longer the safe place that it used to Some of the roads in Nairobi and Up country are be. To avoid being a victim of crime, observe the fol- in a very poor state with some impassable. lowing common sense rules. If you are intending to stay Therefore: in a hotel, you are strongly advised to stick to those in the recommended list.  Always drive defensively, expecting the worst and from the most unlikely sources. PERSONAL SECURITY  Keep doors locked and valuables out of sight when driving.  Street muggings can occur at any time of the day and  Only open car windows 10 to 12 centimetres particularly night in both Nairobi and Mombasa. Be alert and follow when stopped at traffic lights etc. Necklaces and bags these simple rules: can easily be snatched.  Keep to the main parts of Nairobi and don't be tempted  Never drive a Vehicle when under the influence of Al- to go to places that you are not sure of. cohol or any other intoxicant.  Keep to the main roads and avoid short cuts down back alleys etc. If you travel outside Nairobi, go well prepared and never  Never walk at night in the centre of Nairobi even for drive at night. a short distance - always take a taxi.  Be particularly wary of people hanging around outside  Tell someone where you are going and when you ex- hotels; it is a favourite place to catch tourists and mug pect to be back. them.  If you hire or borrow a vehicle make sure that it is in  Ignore the street children and people coming up to you good condition. in the streets with hard luck tales. Street children can  Take essential spares and some food and water. become violent and the latter may be part of an elabo-  Be very reluctant to stop for people apparently look- rate scam or they might just simply be pick pockets. The ing for help on the road side. Frequently they wait for best thing to do is just to walk on and ignore them. people to stop and either rob you or steal your car.  Do not carry large sums of money when shopping and do not wear expensive jewellery etc. ARMED VEHICLE HIJACKING  Do not accept food and drink from strangers; visitors have known to be drugged and then robbed. 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 CREDIT CARD FRAUD fast. If you comply, there is every chance that you will be Credit card fraud is common in Nairobi as in many released unharmed. Always take basic precautions high- other large cities so follow commonsense rules. Try lighted above seriously. According to Police Statistics most and ensure that credit card slips are endorsed in your of the current carjackers are petty criminals. They usually presence and if you have to use a slip as a deposit, always apply some of the tactics to trap their unsuspecting victims: fill the amount in and check that you get the slip back.  The Good Samaritan –Someone appears to be in need ROAD TRAVEL of help and you stop to assist, then you get Carjacked.  The Gate – The Carjackers Ambush you as you wait for Taxis. Try and take JIM cab, Jatco or Kenatco the gate to your Residence to be opened. (telephone numbers listed overleaf). The local  The Road block - They erect a road block in a road unlicensed taxis are often unreliable, un-roadworthy and with little traffic of during the late hours of the night. should be avoided. Always confirm the fare in advance if  The Accident – The Carjackers use a Second Vehicle to there is no meter. Never take a lift from a stranger. bump onto your car forcing you to stop.

Hire Cars. Only hire cars from a reputable car hire firm; a Nb. This list of tactics is not exhaustive. However the best short list of some reputable car hire firms is overleaf. You precaution one can take is to be alert always AND NEVER can then be certain that you have the right insurance cover, ATTEMPT TO BE A HERO if you are confronted by car- the vehicle has been maintained and it will be in reasonably jackers. good condition.

66

Security Advice for UN Visitors continued

SAFARIS KIAMBU/RUARAKA Safari Park Hotel ***** 802493 Except as indicated, most game parks and Utalii Hotel*** 802540/1/2 other tourist areas are usually safe but mug- Windsor Hotel ***** 862300 gings and armed attacks can occur any- Hotel La Mada 8561041/8561113 where and at anytime. The Samburu, Shaba and the Ma- sai Mara game reserves have all experienced bandit attacks The Kenya Tourism Federation (KTF) assists tourists, tour in the past. On security grounds you are strongly advised to companies, hotels and wananchi in general (like us) who avoid the whole of North Eastern Province, Tana River Dis- may have queries about safety and security aspects of local trict in Coast Province and Isiolo and Marsabit Districts in national parks and other tourist locations in Kenya. In case Eastern Province. If you go to Lamu, you are strongly ad- you are traveling somewhere or wish to find out about a vised to fly; from Malindi to Garsen to Lamu the road is certain location, please feel free to contact them as follows: both insecure and in poor condition and you have to travel 24-Hours Helpline: Nairobi (+254-020) 604-767 by convoy. Book your safaris through a reliable travel agent and you can then be fairly certain that any vehicle Fax: Nairobi (+254-020) 604-730 that is provided and the way the safari is conducted will be Mobile #: 0722-745-645/0733-617-499 safely done. If you wish to go to Samburu or Shaba game E-mail: [email protected] parks, you should go with a tour operator or if on your own, HELP take a KWS guard whilst in the park. The official UN Travel Agents at Gigiri, Acharya and Bunson Travel can advise. If you are involved in an incident, report it immediately to the UN Security Control Room which is at the UN Complex THEFTS 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 When checking out of a hotel ensure that you keep brief- able to contact the Police and provide some assistance for cases, handbags and small luggage with you as these items you. The telephone numbers are listed below. If you be- are extremely attractive and have been stolen from inside come involved with the Police as a result of an incident, hotel lobbies whilst guests are busy checking out. Always always make clear to them your UN status and make sure ensure that items which are attractive and valuable are you carry some form of official identification, not necessarily kept out of sight. with your wallet which you might have lost.

DIPLOMATIC POLICE UNIT USEFUL TELEPHONE NUMBERS This unit was formed two years ago by the Kenya Police in Partnership with UNDP. It is Situated at Gigiri area off UN Emergency Numbers: Avenue .It is comprised of 420 specially selected police offi- UN Control Room - Gigiri 7622999/2344/6666 cers. They usually respond to the scene of a crime or incident 0720629999/ where members of Diplomatic community are in- 0733629999 volved .They do provide Security advice to on request. The Police Emergency Service 999 unit provides officers to Patrol areas within Nairobi where Diplomatic Police Unit 0735356506 members of Diplomatic community reside. The UNDP PRO- 7625235/7625231 JECT Manager can be reached on 7625230. Hospitals: Aga Khan Hospital 3742531/747676 HOTELS MP Shah Hospital 3742763/4/5/6 Nairobi Hospital 352101/2722160 The following hotels are recommended and there is a range Gertrude’s Children’s Hospital 3763474/3763475 to cater for most tastes and pockets. Taxis: CENTRAL AREA Kenatco 225123 Boulevard Hotel*** 227567/337221 Jatco 4446096/575369 Fairview Hotel *** 2723211 JIMCAB 7122565/0722711001 Grand Regency Hotel ***** 211199 (www.jimcab.co.ke) Hilton Hotel ***** 250000 Car Hire: Inter-Continental Hotel ***** 335550 Avenue 227849/219725 Nairobi Safari Club ***** 251333 Avis 336794/334317 Norfolk Hotel ***** 250900 Budget 223072/330169 Car Hire Services 3743270/1/2 Panafric Hotel **** 2720822/3 Chequered Flag 4443354/443806 SiSilver Springs Hotel 2722451/2/3/4/5 Hertz 331974/331973 The Stanley Hotel***** 228830/316377

Serena Hotel ***** 2710511/2822000 ADDITIONAL INFORMATION: Panari Hotel ***** (Msa Rd) 828990/6946000 UNON Security provide Residential Security surveys for In- ternational staff as per the MORSS Requirements. For more WESTLANDS information visit Security webpage in the UNON Intranet. Jacaranda Hotel *** 4448713/7 (www.unon.org) or email: [email protected] Holiday Inn Nairobi **** 3740920/1 Please attend the Wednesday AM Security Briefing!

67

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.

68

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]

69

DIPLOMATIC POLICE UNIT

Continued

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.

70

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

71

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 / Date submitted Copy info required to the Host kept Country Office (check- mark) Form PRO-A (Triplicate) 3 passport-size photos of the applicant and Notification of Arrival the spouse; copy of respective passports including the entry stamp; copy of contract or Personnel Action (PA). Form3 (Duplicate) 2 passport-size photos; copy of contract or Application for Kenya Entry Pass—and renewals 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: 2 passport-size photos for new arrivals only Form 6 (Duplicates) for each dependant Re-Entry Pass Application for Dependents Form TQ1 - PIN Application Copy of national passport or UN Laissez- Personal Identification Number Passer Form VII 2 recent photographs, best accompanied by Application for a Kenyan driving a valid international drivers licence; In lieu licence (include an official translation to English of that, a national licence will do. if in a foreign language) VAT Exemption Form (Quadruplicate) Consult HCRU about the different ways of Form to claim Value Added Tax applying for VAT exemption.

Form PRO-1 B Consult HCRU for details and advice Form to obtain duty-free privileges Documents and Forms Needed for Purchasing or Importing a Vehicle Approved Form PRO-1 C Consult HCRU for further information To be provided by seller Form C Ditto Transfer of Ownership Application Requirements for Duplicate Ditto Registration Book/Driver Licence/Vehicle Licence Form A Ditto New and used vehicle registration Application for Reflective Number Plate Costs Ksh 2,000 per set of two Custom’s Clearance Certificate / Memo Staff members’ responsibility—may be han- Number (HRCU to be consulted) 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. 72

Step-by-step Pathway to the Host Country Forms on the UNON Intranet

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.

73

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.

United Nations Core Values

Integrity Professionalism Respect for Diversity

 Demonstrates the values  Shows pride in work and  Works effectively with of the United Nations in achievements people from a broad daily activities and range of backgrounds  Demonstrates professional behaviors competence and mastery  Treats all people with  Acts without of subject matter dignity and respect consideration of personal  Is conscientious and  Treats men and women gain efficient in meeting equally  Resists undue political commitments observing  Shows respect for and pressure in decision- deadlines and achieving understanding of diverse making results. points of view and  Does not abuse power or  Is motivated by demonstrates this authority professional rather than understanding in daily personal concerns. work and decision-making  Stands by decisions that are in the organization’s  Shows persistence when  Examines own biases and interest, even if they are faced with difficult behaviors to avoid unpopular. problems and challenges stereotypical responses

 Takes prompt action in  Remains calm in stressful  Does not discriminate cases of unprofessional situations against any individual or and unethical behavior. group

Core 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

Source of all of the above: UN Competencies Booklet (available in PDF form on iSeek) 74

Core Competencies continued 1

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 Managerial Competencies Keeps abreast of available technology Understands applicability and limitations of technology to the Managerial competencies are work of the office the skills, attributes and be- Actively seeks to apply technology to appropriate tasks haviours which are consid- Shows willingness to learn new technology ered essential for staff with managerial or supervisory responsibility: Commitment to Continuous Learning Keeps abreast of new developments in own occupation/ Leadership profession Vision Actively seeks to develop oneself professionally and person- Empowering Others ally Building Trust Contributes to the learning of colleagues and subordinates Managing Performance Shows willingness to learn from others Judgement / Decision- Seeks feedback to learn and improve making

Source of all of the above: UN Competencies Booklet (available in PDF form on iSeek) 75