Key Responsibilities and Deliverables
Leadership of essential functions and oversight of critical accountabilities form the core of this role. Responsibilities include managing strategic initiatives, ensuring operational efficiency, and driving measurable outcomes. The position requires adherence to established policies, fostering collaboration across teams, and maintaining high standards of performance. Key accountabilities encompass project execution, resource allocation, and compliance with organizational objectives. Strong analytical skills, adaptability, and a commitment to continuous improvement are essential for success in this position.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry, maintain meticulous records, and facilitate communication with the Host Country, with strict adherence to protocols for the secure handling of sensitive documents such as passport copies and visa applications.
Maintain timely and effective communication with all staff regarding protocol procedures and United Nations system events concerning Protocol at the country level.
Facilitate the coordination of specialized accommodations for Very, Very Important Persons participating in events through the Regional Office, as required.
Draft routine correspondence pertaining to various protocol-related topics and prepare verbal notes as needed.
Offer protocol assistance in alignment with the established rules, regulations, policies, and strategies of UN Women, as well as the requirements of the Host Country Protocol framework.
Coordinate diplomatic 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.
Facilitate the prompt renewal of diplomatic identity cards once they reach expiration in accordance with established procedures, while maintaining consistent communication with the pertinent host government authorities to ensure completion.
Timely 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 issuance of Kenya entry visas for meeting attendees must be ensured, along with follow-ups with the appropriate host government departments.
Ensure the prompt issuance and renewal of Kenyan driving licenses, as well as the registration, transfer, and disposal of official and private vehicles. Additionally, manage the issuance and retrieval of vehicle number plates, while coordinating with the relevant host country department(s) for follow-up on all processes.
Your role involves managing a database that tracks the protocol-related status of UN Women personnel, ensuring ongoing legitimacy and validity within the country by enabling accurate monitoring and facilitating timely, appropriate actions.
Offer comprehensive administrative assistance to the Regional Office, ensuring efficient coordination and streamlined operations.
Support daily operational requirements for facilities-related activities and collaborate with NON Facility Management and/or external service providers to facilitate maintenance, repair, and other essential support services.
Oversee the organization and management of workspace allocation and logistical operations to optimize the utilization of office space, furniture, and supplies.
Facilitate access to designated compounds and ensure adherence to campus regulations by managing the issuance of Ground Passes and collaborating with UNDOS and the NON Security and Control Centre to obtain necessary security clearances and conduct briefings.
The Finance team receives assistance in managing Value Added Tax (VAT) exemptions, including annual blanket exemptions for official and staff member accounts, as well as individual VAT claims submitted by staff members, as required.
Oversee and manage the timely and compliant delivery of goods and services in strict adherence to procurement contract specifications.
Coordinate residential security assessments for qualified staff with UNDOS in accordance with the Kenya Residential Security Measures (RSM).
Offer comprehensive administrative assistance to conferences and workshops conducted by the Regional Office.
Provide assistance to the Asset Focal Point throughout the annual physical asset verification process.
The position involves undertaking additional responsibilities within the incumbent’s operational scope, as required to ensure the effective operation of the Office and the Organization.
Demonstrates proficiency in identifying, analyzing, and solving complex problems with innovative solutions; adapts to changing priorities and circumstances with agility; maintains a strong commitment to delivering high-quality outcomes consistently; exhibits exceptional interpersonal communication skills to collaborate effectively with diverse teams; demonstrates ethical decision-making and integrity in all professional engagements; shows dedication to continuous professional development and lifelong learning; utilizes strong organizational and time-management abilities to prioritize tasks efficiently and meet deadlines; applies a customer-centric approach to address stakeholder needs proactively.
Core Principles: Integrity in all actions, a commitment to excellence, and a dedication to fostering collaboration and innovation. These values guide our decision-making and shape our workplace culture, ensuring that every team member contributes to our collective success while upholding the highest ethical standards and pursuing operational excellence.
Integrity is a fundamental requirement for this role, ensuring adherence to ethical standards and the maintenance of trust with stakeholders. Candidates must demonstrate unwavering honesty in all professional interactions and decision-making processes. The position demands a commitment to transparency, accountability, and adherence to company policies and industry regulations. Responsibilities include maintaining confidentiality, reporting unethical behavior, and fostering a culture of integrity within the team. This trait is essential for upholding the organization’s reputation and achieving long-term success.
Professionalism is essential, requiring excellent communication, punctuality, and a strong work ethic to ensure consistent, high-quality outcomes. Candidates must demonstrate reliability, adaptability, and the ability to collaborate effectively within diverse teams while maintaining a positive and respectful demeanor. Integrity, accountability, and a commitment to ethical standards are paramount, as is the capacity to manage time efficiently and prioritize tasks to meet deadlines in a dynamic work environment.
Respect for diversity entails embracing and valuing the unique perspectives, backgrounds, and experiences that each individual brings to the team. This principle requires a commitment to fostering an inclusive environment where everyone feels welcomed, respected, and empowered to contribute fully. It also involves actively challenging biases, promoting equity, and ensuring that policies and practices support diversity in all its forms. By upholding these values, the organization strives to create a workplace where collaboration thrives and innovation flourishes.
Core Proficiencies: Demonstrates expertise in strategic planning, problem-solving, and analytical thinking, with a strong ability to adapt to evolving business challenges. Possesses excellent communication and interpersonal skills to collaborate effectively across teams and stakeholders. Exhibits proficiency in project management, ensuring timely and efficient execution of initiatives. Maintains a customer-centric approach, prioritizing service excellence and satisfaction. Shows commitment to continuous learning and professional development to stay abreast of industry trends and best practices.
Demonstrates heightened awareness and sensitivity toward gender-related considerations.
As an employee in this role, you will be expected to demonstrate a high level of accountability in all aspects of your work, ensuring that tasks are completed accurately, deadlines are met consistently, and responsibilities are fulfilled with integrity. This includes taking ownership of your actions, addressing any issues proactively, and maintaining transparency in your communication. You will also be responsible for adhering to company policies and procedures while upholding the highest standards of professionalism and ethical conduct.
Creative problem-solving involves identifying innovative solutions to complex challenges through original thinking and adaptability, requiring a blend of analytical skills and imaginative approaches to address issues effectively.
Effective communication stands as a fundamental requisite for this role, ensuring clarity and understanding in all professional interactions. It encompasses the ability to articulate ideas concisely, listen attentively, and adapt messaging to diverse audiences. Strong written and verbal communication skills are essential for collaborating with teams, engaging with stakeholders, and conveying complex information in an accessible manner. Additionally, proficiency in active listening and providing constructive feedback further enhances interpersonal effectiveness.
Foster an environment where collaboration thrives through inclusivity, ensuring every voice is heard and valued in every project and decision-making process.
The position involves actively fostering and maintaining relationships with key stakeholders to ensure alignment with organizational objectives and project requirements. This role necessitates the ability to communicate effectively, negotiate solutions, and manage expectations across diverse groups. Responsibilities include identifying and engaging relevant stakeholders, facilitating productive discussions, and resolving conflicts to support seamless collaboration. The ideal candidate will possess strong interpersonal skills, a strategic mindset, and experience in stakeholder management within dynamic environments.
Demonstrating exemplary leadership entails setting a positive precedent for others to follow in their actions and decisions.
Functional competencies encompass the essential skills and expertise required for successful performance in this role. Candidates must demonstrate proficiency in [specific functional area, e.g., data analysis, project management, or financial modeling], with a strong ability to apply these skills in practical settings. The ideal applicant will possess at least [X years] of relevant experience, ensuring they can effectively execute tasks such as [specific task, e.g., generating reports, optimizing workflows, or analyzing market trends]. Additionally, familiarity with [relevant tools, software, or methodologies, e.g., Excel, SQL, Agile frameworks] is highly desirable. This position demands meticulous attention to detail, problem-solving aptitude, and the capacity to collaborate across teams to achieve operational objectives.
Proven capability to manage and execute administrative procedures and transactions with precision and efficiency.
Overseeing and maintaining the integrity of sensitive documents and communications represents a critical component of this role.
Proficiency in administrative policies and procedures is required.
Experienced in managing IT infrastructure and web-based systems with proficiency in relevant technologies and platforms.
Possesses strong diplomatic acumen and exceptional communication abilities.
Bachelor’s degree in Human Resources, Business Administration, or a related field is required, along with a minimum of three years of experience in recruitment or talent acquisition. Proficiency in applicant tracking systems and HR software is essential, as is strong interpersonal and communication skills. The role demands meticulous attention to detail, the ability to multitask in a fast-paced environment, and a collaborative approach to teamwork. Knowledge of employment laws, hiring best practices, and diversity recruitment strategies is highly advantageous. Exceptional organizational abilities and a commitment to maintaining confidentiality are also critical.
Education and Certification: Candidates must possess a Bachelor’s degree in a relevant field and maintain relevant professional certifications to be considered for this role.
A secondary education credential is mandatory for this role.
A Bachelor’s degree in Business Administration or a closely related field is highly advantageous.
Experience:
A minimum of five years of progressively responsible experience in administrative, procurement, human resources, or logistics support services is required.
Proficiency with computer systems and office software solutions, including Online ERP platforms and Microsoft Office applications, is essential.
Required is a demonstrated track record in protocol management or collaboration with governmental entities.
Languages:
Proficiency in English is a prerequisite for this position.
Proficiency in an additional official United Nations working language is considered advantageous.
Proficiency in both Kenya’s official working languages is highly preferred.
Qualifications
BA/BSc/HND
Experience Required
5 years
