Conducts a range of critical functions and delivers measurable accountabilities as outlined below.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry operations, maintain accurate records, and facilitate communication with the Host Country, with a strong emphasis on the secure handling of sensitive documents—such as passport copies and visa applications.
Deliver timely and professional communications to all staff concerning protocol procedures and country-level UN system events related to Protocol.
Provide support to the Regional Office in arranging special accommodations for VIPs attending events, as required.
Prepare routine correspondence on protocol-related topics as needed and transcribe verbatim notes upon request.
Offer protocol assistance in alignment with UN Women’s established rules, regulations, policies, and strategic frameworks, as well as adherence to Host Country Protocol requirements.
Upon the arrival and departure of staff members and their dependents, as well as during the issuance of diplomatic identity cards and personal identification numbers, ensure timely notification to the host country government.
Timely renewal of diplomatic identity cards upon expiration is ensured, with follow-up conducted with the relevant host government department(s) as necessary.
To facilitate prompt processing of re-entry passes for employees and their dependents, entry permits for locally recruited non-Kenyan staff, visa extensions for interns and consultants, and Kenya entry visas for meeting attendees—while ensuring follow-up with the appropriate host government authorities.
To facilitate the prompt processing of Kenyan driving license issuance and renewal, as well as the registration of both official and private vehicles, the role involves managing vehicle transfers or disposals, alongside the issuance and retrieval of their number plates. Additionally, the position requires ongoing coordination with the relevant host country department(s) to ensure seamless follow-up.
To uphold the integrity and validity of UN Women personnel within the country, maintain a comprehensive database documenting their protocol-related status, facilitating effective tracking and enabling timely, appropriate measures to be implemented.
Deliver comprehensive administrative assistance to the Regional Office by managing correspondence, coordinating meetings, maintaining records, and ensuring efficient office operations to support team productivity and organizational objectives.
Oversee daily facilities-related activities and collaborate with NON Facility Management and/or external contractors to arrange maintenance, repairs, and operational assistance.
Oversee the organization and management of workspace allocation and logistics to maximize the efficient utilization of office space, furniture, and supplies.
Facilitate access to compounds and ensure campus compliance by managing the issuance of Ground Passes, as well as coordinating with UNDOS and the NON Security and Control Centre to obtain security clearances and conduct briefings.
The Finance team receives assistance in managing VAT exemptions, including annual blanket exemptions for official and staff accounts, as well as individual staff VAT claims, as required.
Coordinate and manage the timely and accurate delivery of goods and services, ensuring full adherence to the stipulations outlined in the procurement contract.
Liaise with UNDOS to facilitate residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM).
Offer administrative assistance in the planning and execution of conferences and workshops coordinated by the Regional Office.
Assist the Asset Focal Point during the annual physical asset verification process.
The successful candidate will undertake additional responsibilities within their designated functional area as required to ensure the effective operation of the Office and the Organization.
We value candidates who demonstrate proficiency in key areas including but not limited to analytical thinking, problem-solving, and effective communication. A strong ability to collaborate across teams and adapt to changing priorities is essential, as is a commitment to continuous learning and professional development. Proficiency in relevant industry tools, technologies, and methodologies is required, along with a track record of delivering measurable results in past roles. Exceptional organizational and time management skills, coupled with a detail-oriented approach, are critical to success in this position.
Core Values:
We prioritize integrity, ensuring all actions align with ethical standards and transparency. Excellence is at the heart of our endeavors, driving us to consistently deliver high-quality outcomes. Collaboration fosters an inclusive environment where diverse perspectives unite to achieve shared goals. Innovation fuels our progress, encouraging creative problem-solving and forward-thinking solutions. Respect underpins every interaction, valuing each individual’s contributions and fostering mutual trust. Accountability empowers us to take ownership of our actions and learn from challenges, driving continuous improvement.
Integrity is a cornerstone of our organization, reflected in every aspect of our operations. We actively seek professionals who demonstrate unwavering ethical standards, honesty, and accountability in their roles. This requirement extends across all responsibilities and interactions, ensuring that trust remains the foundation of our workplace culture. Candidates must consistently align their actions with our core values, fostering reliability and transparency in both internal and external engagements.
Maintaining a high standard of professionalism is essential, requiring strong ethical principles, integrity, and a commitment to upholding the company’s values. This includes demonstrating respect, accountability, and a proactive approach to all interactions, whether with colleagues, clients, or stakeholders. Additionally, the role demands adherence to company policies, confidentiality, and a dedication to continuous personal and professional development to ensure alignment with organizational goals and industry standards.
We value and embrace diversity in all its forms, fostering an inclusive environment where every individual is respected and empowered to contribute their unique perspectives.
Core qualifications include proficiency in strategic planning, problem-solving, and decision-making, ensuring alignment with organizational objectives. Critical thinking and analytical skills are essential for evaluating complex issues and driving innovative solutions. Strong communication abilities facilitate effective collaboration and leadership across diverse teams. Adaptability and resilience enable success in dynamic environments, while a customer-centric approach ensures satisfaction and loyalty. Ethical integrity and a commitment to continuous improvement underscore all professional responsibilities.
Demonstrates a strong understanding of and sensitivity toward gender-related matters, fostering an inclusive and respectful environment. Values diverse perspectives and ensures equitable treatment in all professional interactions and decision-making processes. Prioritizes awareness of gender dynamics to mitigate biases and promote fairness across teams and initiatives.
Demonstrates a strong sense of responsibility and reliability in fulfilling commitments, ensuring tasks are completed accurately and on schedule. Takes ownership of actions and outcomes, proactively addressing challenges to maintain high standards of performance and accountability in all responsibilities.
Creative problem-solving involves devising innovative solutions to complex challenges by leveraging lateral thinking and resourcefulness. This skill requires the ability to analyze situations from multiple perspectives, identify patterns, and generate unique approaches that align with organizational goals. Individuals proficient in this area often demonstrate adaptability, resilience, and a willingness to experiment with unconventional methods. Strong analytical and communication skills further enhance one’s capacity to articulate solutions clearly and collaborate effectively with cross-functional teams.
Effective communication is an essential competency for this role, requiring the ability to convey information clearly and concisely to diverse audiences. This includes active listening, articulating ideas with precision, and adapting messaging to suit varying contexts and stakeholders. Strong written and verbal communication skills are critical for collaborating with teams, presenting reports, and engaging with clients or customers. The position also demands proficiency in resolving conflicts through dialogue, fostering a culture of transparency, and ensuring alignment across departments.
We foster an environment of inclusive collaboration, where every team member’s contributions are valued and respected. We actively seek diverse perspectives to drive innovation and ensure all voices are heard. This approach not only enhances our problem-solving capabilities but also strengthens our collective success. Active participation and open communication are fundamental to achieving our shared goals.
The role involves cultivating and maintaining strong relationships with key stakeholders, including clients, partners, and internal teams, to ensure alignment with organizational objectives and foster collaboration. Responsibilities include identifying stakeholder needs, addressing concerns, and providing regular updates to enhance transparency and trust. Strong communication, negotiation, and problem-solving skills are essential, along with the ability to adapt strategies based on evolving stakeholder dynamics. Experience in stakeholder management or a related field, coupled with proficiency in CRM tools, is typically required.
Leading by Example.
Functional Competencies:
Demonstrates proficiency in key operational areas essential for successful performance in the role, including analytical thinking, problem-solving, and process optimization. Applies technical expertise and industry best practices to execute job functions with precision and efficiency. Exhibits adaptability in dynamic environments, ensuring alignment with organizational goals and continuous improvement initiatives. Maintains strong attention to detail while managing multiple priorities, delivering consistent, high-quality results. Leverages functional knowledge to enhance decision-making, drive productivity, and support cross-functional collaboration. Complies with established policies, standards, and regulatory requirements to uphold operational integrity and accountability. Employs effective communication and organizational skills to streamline workflows and achieve strategic objectives.
Proficient in managing and executing administrative procedures and transactions with precision and efficiency.
Responsible for overseeing and maintaining the security and integrity of sensitive documents and communications.
Possesses a comprehensive understanding of administrative policies and procedures.
Proficiency in IT infrastructure and web-based management systems is required.
Diplomatic acumen and superior communication abilities are essential for this role.
Bachelor’s degree in a relevant field or equivalent work experience is required. Candidates must possess a minimum of 3 years of direct recruitment experience, with proficiency in talent acquisition strategies, sourcing techniques, and candidate assessment methodologies. Strong interpersonal and communication skills are essential, along with the ability to build and maintain professional relationships. Familiarity with applicant tracking systems and recruitment software is a plus.
Education and certification requirements include a bachelor’s degree in accounting, finance, or a related field from an accredited institution. A Certified Public Accountant (CPA) or Chartered Financial Analyst (CFA) designation is strongly preferred, though equivalent professional certifications may be considered. Candidates must also demonstrate proficiency in relevant software, such as QuickBooks, Excel, or enterprise resource planning (ERP) systems. In addition, prior experience in financial reporting, auditing, or compliance is highly desirable.
A secondary school diploma or equivalent qualification is necessary.
A bachelor’s degree in Business Administration or a closely related discipline is highly advantageous.
With five or more years of hands-on experience in a relevant field, you possess a deep understanding of the core principles and best practices essential for success. Your background includes proven expertise in key responsibilities, along with a track record of delivering measurable results in challenging environments. You have demonstrated the ability to adapt to evolving demands while maintaining high standards of performance and professionalism.
A minimum of five years of progressively responsible experience in administration, procurement, HR, or logistics support services is required.
Proficiency with computer systems and office software suites, including online ERP platforms and Microsoft Office applications, is mandatory.
Proven expertise in protocol management or collaboration with governmental entities is essential.
Languages: Proficiency in English is essential; fluency in additional languages such as French, Spanish, or Mandarin is highly desirable.
Fluent proficiency in English is a mandatory prerequisite for this position.
Proficiency in an additional UN official language is advantageous.
Proficiency in both Kenya’s official working languages is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
