Key Responsibilities and Accountabilities
Delivers core operational functions and drives strategic initiatives aligned with organizational objectives. Oversees critical processes, ensuring adherence to established standards and regulatory requirements. Collaborates cross-functionally to enhance efficiency, mitigate risks, and foster innovation. Manages resources effectively, balancing cost, quality, and performance to optimize outcomes. Monitors key performance indicators and implements corrective actions as needed to sustain excellence. Leads initiatives that align with long-term business goals while maintaining accountability for results.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry, maintain meticulous records, and facilitate communication with the Host Country while adhering to strict protocols for the secure handling of sensitive materials, such as passport copies and visa applications.
Deliver prompt communication to all staff regarding protocol procedures and UN system events at the country level.
Provide support to the Regional Office in arranging specialized accommodations for Very, Very Important Persons (VIPs) attending events, as required.
Prepare routine correspondence concerning various protocol-related matters and transcribe verbals notes upon request.
Deliver protocol assistance aligned with UN Women’s established rules, regulations, policies, and strategies, as well as the Host Country’s protocol guidelines.
Upon the arrival and departure of staff members and their dependents, diplomatic identity cards, and personal identification numbers, you will facilitate the notification process to the host country government.
Timely renewal of diplomatic identity cards upon expiry must be ensured, with diligent follow-up conducted with the relevant host government department(s) to facilitate the process.
Responsibilities include expediting the issuance of re-entry passes for staff and their dependents, securing entry permits for non-Kenyan locally hired personnel, managing visa extensions for interns and consultants, and processing Kenya entry visas for meeting attendees while coordinating with the relevant government authorities.
Ensure the prompt processing of Kenyan driving license issuances and renewals, as well as the registration of both official and private vehicles. Oversee the transfer or disposal of these vehicles, along with the issuance and retrieval of their number plates. Additionally, coordinate follow-ups with the appropriate host country departments to maintain seamless operations.
Maintain a comprehensive database that monitors the protocol-related status of UN Women personnel, facilitating accurate tracking and timely interventions to ensure their ongoing legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring seamless operational continuity and efficient workflow management through meticulous organization, coordination, and execution of essential office functions.
Provide daily operational support for facilities-related activities and collaborate with NON Facility Management and/or external service providers to ensure timely maintenance, repairs, and functional assistance.
Oversee the distribution and organization of workspace resources, prioritizing optimal utilization of office areas, furniture, and materials to maintain operational efficiency.
Facilitate access to compounds and ensure campus compliance by issuing Ground Passes, coordinating with UNDOS, and liaising with the NON Security and Control Centre regarding security clearances and briefings.
Assist the Finance team with handling VAT exemptions, including annual blanket exemptions for official and staff member accounts, as well as individual staff VAT claims, as required.
Coordinate and manage the timely and compliant delivery of goods and services while ensuring strict adherence to the terms outlined in the procurement contract.
Collaborate with the United Nations Department of Safety and Security to conduct residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures.
Offer comprehensive administrative assistance for conferences and workshops administered by the Regional Office.
Assist the Asset Focal Point during the annual physical asset verification process to ensure accuracy and completeness.
The position involves undertaking additional responsibilities within the assigned functional scope as required to ensure the effective operation of the Office and the Organization.
Demonstrated proficiency in [specific competencies, e.g., project management, data analysis, team leadership] is essential for this role. The ideal candidate will possess strong analytical skills, exceptional problem-solving abilities, and effective communication expertise to collaborate seamlessly across teams. Prior experience in [industry or function] is highly valued, as is a track record of delivering measurable results in [specific area]. Additionally, familiarity with [tools, software, or methodologies] is required to excel in this position. The ability to adapt to evolving priorities and drive continuous improvement is crucial.
Core Principles: Integrity, collaboration, innovation, and excellence guide every action and decision. We seek individuals who embody these values, demonstrating unwavering honesty, teamwork, and a commitment to delivering outstanding results. Candidates must align with our mission of fostering a supportive, dynamic workplace where creativity and accountability thrive, and where contributions are recognized and rewarded.
We uphold the highest standards of ethics and honesty in all our actions and decisions. This role demands a commitment to maintaining transparency, adhering to moral principles, and ensuring that our work aligns with both personal and professional integrity. Candidates must demonstrate reliability, accountability, and a strong sense of ethical judgment in every aspect of their responsibilities.
Proven ability to maintain a high standard of professionalism in all interactions and workplace settings; exceptional communication skills, both verbal and written; strong ethical grounding and integrity; capacity to handle sensitive information with discretion; dedication to delivering consistent, high-quality work; and the ability to adapt to evolving professional demands while upholding organizational values.
Demonstrates a strong commitment to embracing and valuing diverse perspectives, backgrounds, and experiences within the workplace. Actively fosters an inclusive environment where all individuals feel respected, supported, and empowered to contribute their unique strengths. Upholds policies and practices that promote equity and ensure fair treatment for every team member, regardless of differences.
Core proficiencies encompass robust analytical acumen, strategic problem-solving capabilities, and exceptional interpersonal skills to foster collaborative environments. A keen attention to detail is essential, coupled with a proven track record of delivering high-quality results under tight deadlines. Strong organizational abilities and adaptability to evolving priorities are required to navigate complex challenges effectively. Proficiency in relevant software applications, including advanced Excel and data visualization tools, is mandatory, along with the capacity to interpret intricate datasets and derive actionable insights. Effective communication skills, both written and verbal, are critical for conveying technical information to diverse stakeholders. Additionally, a commitment to continuous learning and professional development ensures alignment with industry best practices and emerging trends.
Demonstrates a strong understanding of and sensitivity toward gender-related matters, ensuring inclusive interactions and decisions in all professional contexts.
We prioritize a strong sense of responsibility and ownership in all tasks and decisions. Candidates must demonstrate reliability in meeting deadlines, adhering to protocols, and delivering consistent results. This role requires meticulous attention to detail, adherence to company standards, and the ability to assess and improve performance proactively. You will be expected to take initiative in problem-solving, maintain transparency in communication, and ensure accountability at every level of your work.
Creative problem-solving involves devising innovative solutions to complex challenges by leveraging original thinking and adaptable approaches. This skill requires the ability to analyze situations from multiple perspectives, identify underlying issues, and develop effective strategies that address root causes rather than symptoms. Strong creative problem solvers demonstrate resourcefulness, adaptability, and a willingness to experiment with unconventional methods to achieve optimal outcomes.
Effective communication skills are essential for this role, enabling clear and concise exchanges of information with colleagues, clients, and stakeholders. You will be responsible for conveying complex ideas in an accessible manner, actively listening to ensure understanding, and fostering collaborative relationships to achieve shared objectives. Proficiency in both written and verbal communication is required to draft professional correspondence, present reports, and participate in meetings with confidence and clarity.
Inclusive collaboration fosters an environment where diverse perspectives are valued and leveraged to enhance team innovation and effectiveness. This approach requires active listening, open communication, and mutual respect among all team members, ensuring every voice contributes meaningfully to shared goals. By embracing varied backgrounds, experiences, and ideas, teams can address challenges more creatively and achieve more robust, equitable outcomes.
Our role involves collaborating closely with key stakeholders to ensure alignment and transparency throughout projects, fostering strong relationships that drive mutual understanding and support. Responsibilities include identifying and engaging with stakeholders, managing expectations, and addressing concerns through clear and consistent communication. Candidates should possess excellent interpersonal and communication skills, along with the ability to navigate complex organizational dynamics. Prior experience in stakeholder engagement or a related field is highly desirable.
Leading by Example.
Performs a range of tasks with a focus on operational efficiency and process optimization. Demonstrates proficiency in applying functional skills to enhance workflow effectiveness. Exhibits expertise in analyzing system requirements to identify areas for improvement. Maintains a deep understanding of industry standards and best practices to ensure alignment with organizational goals. Collaborates with cross-functional teams to implement solutions that drive performance and innovation.
Proficient in executing administrative processes and managing transactions with precision and efficiency.
Responsible for the meticulous handling and oversight of confidential documents and correspondence.
Possesses a comprehensive understanding of administrative policies and guidelines.
Proficient in managing IT systems and web-based platforms with a strong technical skill set and operational expertise.
Proven expertise in diplomatic engagement coupled with exceptional proficiency in both written and verbal communication.
Bachelor’s degree required, preferably in Human Resources, Business Administration, or a related field. Minimum of three years of experience in recruitment, staffing, or a comparable role. Proficiency in applicant tracking systems and recruitment software. Strong interpersonal and communication skills. Ability to manage multiple priorities in a fast-paced environment. Knowledge of employment laws and hiring best practices. Experience with sourcing strategies, including job boards, social media, and networking. Excellent organizational and time-management abilities. Commitment to diversity, equity, and inclusion in hiring practices.
Education and Certification: Applicants must possess a bachelor’s degree or higher in a relevant field, along with an active professional certification where applicable. This role requires specialized credentials, such as a state-issued license or industry-specific certification, to ensure compliance with professional standards. Candidates should provide documentation of their educational achievements and certifications to verify eligibility for the position.
Secondary education completion is a prerequisite for this role.
A bachelor’s degree in Business Administration or a related discipline is highly desirable.
With experience as a key requirement for this role, candidates should possess a proven track record in the relevant field, demonstrating proficiency and expertise through prior engagements. The ideal applicant will have successfully completed similar projects or responsibilities, showcasing adaptability and a deep understanding of industry standards. Strong problem-solving skills and the ability to work under pressure are essential, as is a commitment to continuous learning and professional development. Prior experience in a leadership or collaborative setting is highly valued, along with the capacity to mentor and inspire teams toward achieving organizational goals.
Seeking candidates with a minimum of five years of progressively responsible experience in administrative, procurement, human resources, or logistics support services.
Proficiency with computers and office software suites, including Online ERP and Microsoft Office applications, is a prerequisite for this role.
Required is a demonstrated track record of engagement in protocol matters or collaboration with governmental partners.
Languages:
Fluency in English is a mandatory requirement for this role.
Proficiency in a second official language of the United Nations is considered an asset.
Proficiency in both Kenya’s official working languages is advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
