Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry tasks, maintain organized records, and facilitate communication with the Host Country while prioritizing the secure handling of confidential documents, such as passport copies and visa applications.
Deliver prompt and clear communication to all staff concerning protocol procedures and United Nations system events that pertain to Protocol at the country level.
Provide support to the Regional Office in organizing bespoke arrangements for Very, Very Important Persons attending scheduled events, as required.
Prepare routine correspondence addressing various protocol-related matters, as well as transcribe verbatim notes upon request.
Offer protocol assistance aligned with UN Women’s established rules, regulations, policies, and strategic objectives, as well as the requirements outlined in the Host Country Protocol.
Coordinate all notifications to the host country government regarding the arrival and departure of staff members and their dependents, as well as the issuance of diplomatic identity cards and personal identification numbers.
Ensure diplomatic identity card renewals are processed promptly upon expiration and follow up with the relevant host government department(s).
Responsibilities include expediting the processing of re-entry passes for employees and their dependents, securing entry permits for non-Kenyan locally hired personnel, managing visa extensions for interns and consultants, and facilitating Kenya entry visas for meeting attendees, along with coordinating follow-ups with the appropriate government authorities.
To facilitate the prompt processing of Kenyan driving license issuance and renewal, vehicle registration for both official and private vehicles, vehicle transfers or disposals, as well as the allocation and retrieval of their number plates, and to maintain active follow-up with the pertinent host country department(s).
Develop and manage a comprehensive database that tracks the protocol-related status of UN Women personnel, facilitating precise monitoring and prompt action to uphold their ongoing legitimacy and validity within the country.
Provide comprehensive administrative assistance to the Regional Office, ensuring efficient coordination and daily operations.
Support daily operational tasks related to facilities management, liaising with NON Facility Management and/or external service providers to ensure timely maintenance, repairs, and ongoing support.
Manage workspace allocation and logistics to optimize the efficient utilization of office space, furniture, and supplies.
Facilitate access to compounds and ensure campus compliance by managing the issuance of Ground Passes, coordinating with UNDOS, and liaising with the NON Security and Control Centre to obtain necessary security clearances and briefings.
The Finance team receives assistance in managing VAT exemptions, including annual blanket exemptions for official and staff accounts, as well as individual VAT claims submitted by staff members.
Oversee and manage the timely and accurate delivery of goods and services in strict adherence to the terms outlined in procurement contracts.
Coordinate residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM) in collaboration with UNDOS.
Offer comprehensive administrative assistance to conferences and workshops coordinated by the Regional Office.
Provide assistance to the Asset Focal Point throughout the annual physical asset verification process.
The role involves undertaking additional responsibilities within the designated functional profile as required to support the effective operation of the Office and the Organization.
Proven ability to effectively interact and communicate with diverse stakeholders, including clients, team members, and senior management. Strong analytical skills with a capacity for synthesizing complex information into actionable insights. Demonstrated expertise in project management, ensuring adherence to timelines, budgets, and quality standards. Capable of leading cross-functional teams to achieve organizational objectives. Adept at problem-solving and fostering collaborative solutions. Solid understanding of industry regulations and compliance requirements. Exceptional organizational skills with a keen attention to detail. Experience in developing and implementing strategic initiatives to drive business growth. Proficient in leveraging data-driven approaches to inform decision-making.
Dedicated to fostering an environment built on integrity, collaboration, and innovation, we uphold a set of core values that guide every decision and interaction. These principles shape our culture, influence our leadership approach, and define our commitment to excellence, ensuring alignment with our mission and the expectations of our stakeholders.
Maintaining unwavering honesty and ethical standards in all professional interactions and decision-making processes is essential. Upholding transparency and accountability in every action is non-negotiable. Demonstrating consistent moral principles and reliability in fulfilling commitments is required. Establishing and preserving trust through integrity in both personal and organizational conduct is a fundamental expectation.
Professionalism is essential, requiring strong communication skills, a polished demeanor, and a commitment to ethical behavior in all interactions. Candidates must maintain a high standard of integrity, accountability, and respect when engaging with colleagues, clients, and stakeholders. The ability to handle sensitive information with discretion and uphold confidentiality is critical. Additionally, the role demands adaptability in fast-paced environments, ensuring consistent performance under pressure while fostering a collaborative and inclusive workplace culture.
The organization values and fosters an inclusive environment that embraces diverse backgrounds, perspectives, and experiences. It is committed to ensuring equal opportunities for all individuals, regardless of race, gender, religion, disability, or any other characteristic. This dedication is reflected in policies, practices, and workplace culture to promote fairness, collaboration, and mutual respect among employees.
Core capabilities encompass a broad range of essential skills and attributes. Proficiency in communication stands as a fundamental requirement, ensuring clear and effective interaction with stakeholders at all levels. Strong analytical abilities are necessary to dissect complex problems and derive actionable insights. Leadership qualities, including the capacity to inspire and guide teams, are vital for driving organizational success. Adaptability remains crucial in navigating dynamic environments and embracing emerging challenges. Technical expertise in relevant tools and methodologies is expected to support operational efficiency and innovation. Collaboration and teamwork are equally important, fostering a cohesive and productive work environment.
Demonstrates a keen understanding of and responsiveness to gender-related concerns, ensuring interactions and decisions reflect inclusivity and equity.
Ensures strict adherence to commitments, deadlines, and performance standards with a proactive approach to problem-solving and ownership of outcomes. Demonstrates reliability in meeting objectives and takes full responsibility for both successes and failures, fostering a culture of trust and dependability within the team.
Demonstrates a talent for generating innovative solutions and overcoming challenges through inventive thinking and adaptable strategies.
Clear and articulate communication skills are essential, ensuring the ability to convey information accurately and professionally across various channels and stakeholders.
Diverse teamwork and cooperative efforts that embrace varied perspectives and backgrounds are required, fostering an environment where all voices are valued and contributions are recognized.
We foster robust relationships with stakeholders to ensure alignment and transparency across all initiatives. This involves regular communication, active listening, and collaborative problem-solving to address concerns and leverage opportunities. The role requires a strategic approach to engagement, ensuring that stakeholder needs and expectations are understood and integrated into decision-making processes. Strong interpersonal skills, negotiation abilities, and the capacity to manage conflicting priorities are essential for success in this position.
Leading by Example.
We seek candidates with strong functional competencies, including proven expertise in [specific areas relevant to the role, e.g., process optimization, systems analysis, or project management]. The ideal applicant will demonstrate a track record of delivering measurable results in [key responsibilities, e.g., improving operational efficiency, implementing strategic initiatives, or leading cross-functional teams]. Proficiency in [specific tools, methodologies, or frameworks, e.g., Lean Six Sigma, Agile methodologies, or ERP systems] is required, along with the ability to analyze complex data to inform decision-making. Additionally, the role demands exceptional problem-solving skills, adaptability to evolving business needs, and a commitment to fostering collaboration across departments. Prior experience in [industry-specific or role-specific context, e.g., supply chain management, financial reporting, or digital transformation] is preferred.
Proficient in managing and executing administrative procedures and operational transactions with precision and efficiency.
Managing and processing confidential documents and correspondences with utmost discretion and care is essential.
Demonstrates a strong understanding of administrative policies and procedures with a focus on compliance and efficiency.
Proficient in managing IT infrastructure and web-based systems with expertise in overseeing digital platforms and maintaining optimal performance.
A strong aptitude for diplomacy coupled with exceptional verbal and written communication abilities.
A bachelor’s degree in a relevant field, such as Human Resources, Business Administration, or Psychology, is required for this position. Additionally, a minimum of two years of experience in recruitment, staffing, or a related area is necessary. Proficiency in applicant tracking systems and candidate relationship management tools is also essential. Strong interpersonal and communication skills are critical, as the role involves extensive interaction with hiring managers and candidates. The ability to work independently, manage multiple priorities, and meet tight deadlines is expected. Familiarity with employment laws and regulations is a must to ensure compliance in the hiring process.
Education and certification requirements include a bachelor’s degree in a relevant field, such as computer science, engineering, or mathematics, from an accredited institution. Additionally, candidates must possess certifications like Compton Security+, CISSP, or CCNA, depending on the role’s specific demands. Prior professional experience in cybersecurity, IT infrastructure, or a related discipline is often mandatory, with some positions requiring advanced degrees or specialized credentials to ensure expertise in safeguarding digital assets and mitigating threats effectively.
A high school diploma or equivalent qualification is necessary.
A bachelor’s degree in Business Administration or a related discipline is highly desirable.
With several years of hands-on experience in a relevant field, you possess a proven track record of success in similar roles. Your background includes a deep understanding of industry standards, best practices, and emerging trends, enabling you to deliver high-quality results efficiently. You have demonstrated expertise in key responsibilities associated with this position, from managing complex projects to solving intricate problems with innovative solutions. Additionally, your experience encompasses collaboration with cross-functional teams, ensuring alignment and driving shared objectives forward.
A minimum of five years of progressively responsible experience in administration, logistics, finance, or human resources is required.
Proficiency in utilizing computers and various office software applications, including Online ERP and MS Office suites, is essential.
Required is a proven track record of engagement in protocol matters or collaboration with governmental entities.
Languages: The successful candidate must possess fluency in both written and spoken English and Spanish, with proficiency in at least one additional language being advantageous.
Proficiency in English is a mandatory prerequisite for this position.
Proficiency in another official language of the United Nations is considered an advantage.
Proficiency in both Kenya’s official working languages is advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
