Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices, ensuring adherence to established guidelines and facilitating seamless coordination across all levels.
Responsible for overseeing data entry tasks, maintaining accurate records, and facilitating correspondence with the Host Country, with a strong emphasis on the secure management of confidential materials such as passport copies and visa applications.
Deliver prompt and informative communications to all personnel concerning protocol procedures and country-level UN system events that involve Protocol.
Provide support to the Regional Office by arranging special accommodations for Very, Very Important Persons (VIPs) attending events, as required.
Prepare routine correspondence addressing a range of protocol-related topics and transcribe verbal notes upon request.
Provide Protocol support in accordance with UN Women rules, regulations, policies, and strategies and Host Country Protocol:
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.
Promptly renew diplomatic identity cards upon expiration, liaising with the pertinent host government department(s) to facilitate timely processing.
Facilitate the prompt processing of re-entry passes for both employees and their dependents, entry permits for locally hired non-Kenyan staff, visa extensions for interns and consultants, and Kenya entry visas for meeting attendees, while coordinating follow-ups with the appropriate government department(s).
To guarantee the prompt processing of Kenyan driving license issuances and renewals, as well as the registration of official and private vehicles, vehicle transfers or disposals, and the allocation or retrieval of their number plates, coordination with the pertinent host country department(s) must be maintained throughout the process.
Maintain a database to monitor the protocol-related status of UN Women personnel, facilitating accurate tracking and prompt action to ensure their ongoing compliance and validity within the host country.
Offer comprehensive administrative assistance to the Regional Office, ensuring efficient operations and seamless workflow.
Deliver day-to-day facilities services in close partnership with NON Facility Management and/or external vendors to oversee maintenance, repair, and operational assistance.
Oversee workspace distribution and logistical operations to optimize the utilization of office areas, furniture, and essential supplies.
Facilitate access to restricted compounds and ensure campus-wide compliance by managing the issuance of Ground Passes, as well as coordinating with UNDOS and the NON Security and Control Centre to secure necessary clearances and briefings.
The Finance team receives assistance in managing VAT exemptions, including processing annual blanket exemptions for official and staff accounts, as well as individual staff VAT claims, when required.
Coordinate and manage the timely and accurate delivery of goods and services in strict adherence to the stipulations outlined in procurement contracts.
Coordinate residential security assessments for eligible personnel in alignment with the Kenya Residential Security Measures (RSM) in conjunction with UNDOS.
Offer comprehensive administrative assistance for conferences and workshops coordinated by the Regional Office.
Assist the Asset Focal Point with the annual physical asset verification process to ensure accuracy and compliance.
The role may involve additional responsibilities aligned with the individual’s functional profile, as required for the effective operation of both the Office and the Organization.
Candidates must demonstrate proficiency in key competencies essential for success in this role. Required skills include strong analytical abilities to evaluate complex data, along with excellent communication to articulate insights effectively. Prior experience managing cross-functional teams is highly advantageous, as is the ability to prioritize tasks in fast-paced environments. Familiarity with industry-specific tools or methodologies may be necessary, depending on the department’s needs. Attention to detail and a proactive approach to problem-solving are also critical attributes for this position.
Core Principles: Integrity, accountability, and collaboration serve as the foundation of our organizational culture. We prioritize ethical conduct, transparency in decision-making, and a commitment to fostering an inclusive environment where every team member contributes meaningfully. Our dedication to excellence drives us to uphold the highest standards in all operations, ensuring alignment with our mission of delivering exceptional results while maintaining respect for individuals and communities.
Ensuring unwavering ethical standards and honesty in all professional interactions and decision-making processes is essential. Acting with transparency and reliability fosters trust among colleagues, clients, and stakeholders. Demonstrating consistent moral principles and accountability in challenging situations reinforces organizational credibility and long-term success.
Professionalism is essential, requiring strong interpersonal skills, a polished demeanor, and the ability to communicate effectively with colleagues, clients, and stakeholders at all levels. Candidates must demonstrate reliability, integrity, and a commitment to maintaining high ethical standards in all professional interactions. The role demands adaptability to varying work environments and the capacity to manage competing priorities while upholding a consistent, courteous, and respectful approach.
We deeply value and uphold the principles of diversity, ensuring an inclusive environment where all individuals are respected and empowered to contribute their unique perspectives and talents.
Core proficiencies encompass strategic planning, innovative problem-solving, collaborative leadership, and exceptional communication skills. Demonstrated expertise in project management, data analysis, and cross-functional team coordination is essential. Familiarity with industry-specific software, regulatory compliance, and budget oversight is required. The ability to drive organizational growth, adapt to dynamic market conditions, and mentor high-performing teams is critical. A commitment to continuous improvement and a results-driven approach are mandatory. Proficiency in stakeholder engagement, conflict resolution, and process optimization is highly valued. Candidates must exhibit strong analytical thinking, adaptability, and a customer-centric mindset to excel in this role.
Maintaining a high level of understanding and responsiveness to gender-related matters is essential.
We prioritize integrity and ownership in all our actions, ensuring every task is completed with precision and responsibility.
Creative problem-solving involves devising innovative solutions to complex challenges by leveraging original thinking and adaptable strategies. This skill requires the ability to analyze situations from multiple perspectives, identify underlying issues, and develop practical yet imaginative responses. Professionals in this area must demonstrate adaptability, resourcefulness, and a willingness to explore unconventional approaches to overcome obstacles efficiently.
Demonstrates strong proficiency in conveying ideas clearly and actively listening to others. Ensures information is shared accurately and efficiently across all levels of the organization. Facilitates collaboration by adapting communication styles to meet the needs of diverse teams and stakeholders.
We foster an inclusive work environment by actively engaging with diverse teams and valuing each individual’s unique contributions. Collaboration is encouraged across departments, ensuring all perspectives are considered to drive innovation and achieve shared goals. Open communication and mutual respect are integral to our team dynamics, creating a supportive atmosphere where every voice is heard and respected.
Stakeholder engagement requires cultivating and maintaining strong relationships with key individuals and groups to ensure alignment with project goals and organizational objectives. You will serve as the primary liaison between stakeholders, project teams, and leadership, facilitating clear communication and managing expectations. Your responsibilities include identifying stakeholder needs, addressing concerns, and providing updates on project progress. Additionally, you will collaborate with cross-functional teams to gather feedback, mitigate risks, and implement strategies that enhance stakeholder satisfaction. Strong interpersonal skills, negotiation abilities, and a proactive approach to relationship-building are essential for success in this role.
Leading by Example.
Functional Competencies:
Proficiency in applying specialized knowledge and skills to perform job responsibilities effectively. Strong analytical abilities to solve complex problems and make data-driven decisions. Excellent organizational and time-management skills to meet deadlines and prioritize tasks efficiently. Capability to communicate clearly and concisely, both verbally and in writing, to convey ideas and information accurately. Adaptability to changing priorities and willingness to learn new technologies and methodologies to enhance performance. Knowledge of industry-specific tools and software to streamline processes and improve productivity. Commitment to continuous improvement and professional development to stay current with best practices and emerging trends. Ability to collaborate effectively with cross-functional teams to achieve common goals and deliver high-quality results.
Proficient in managing and executing administrative processes and transactions with precision and efficiency.
Responsible for the secure handling and management of confidential documents and correspondence.
Possesses a comprehensive understanding of administrative policies, procedures, and regulatory frameworks.
Proficient in IT and web-based management systems with a strong technical skill set.
Proven ability to foster diplomacy and convey messages with clarity and precision, complemented by outstanding interpersonal communication skills.
Bachelor’s degree in Human Resources, Business Administration, or a related field is required. Minimum of three years of progressive human resources experience, including recruitment and staffing, is necessary. Proficiency in applicant tracking systems and Microsoft Office Suite is essential. Strong interpersonal and communication skills are needed to interact effectively with candidates and hiring managers. Exceptional organizational abilities and attention to detail are crucial for managing multiple recruitment processes simultaneously. Knowledge of employment laws and regulations is required to ensure compliance. Experience with diversity and inclusion initiatives is a plus. Ability to work independently and collaboratively in a fast-paced environment is important.
Education and Certification: Applicants must hold a bachelor’s degree in a relevant field, such as computer science, engineering, or business administration. Additionally, candidates should possess professional certifications like PMP, Six Sigma, or AWS Certified Solutions Architect, demonstrating specialized expertise. Prior roles in project management or technical leadership are strongly preferred.
A secondary education diploma or its equivalent is necessary.
A bachelor’s degree in Business Administration or a closely related discipline is highly desirable.
Seeking a candidate with a proven track record of relevant experience in the field. The ideal applicant will possess a minimum of [X] years of hands-on experience, demonstrated through successful project completions or roles in similar capacities. Familiarity with industry-standard tools, methodologies, and best practices is essential, along with the ability to apply this knowledge to drive measurable results. Strong problem-solving skills and adaptability to evolving challenges are also required.
Requires a minimum of five years of steadily advancing experience in administration, procurement, human resources, or logistics support services.
Proficiency in utilizing computer systems and office software suites, including Online ERP platforms 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 entities.
Languages: Proficiency in both written and verbal communication in English is required, with additional fluency in French considered advantageous.
Proficiency in English is a prerequisite for this position.
Proficiency in an additional official United Nations working language constitutes a desirable qualification.
Proficiency in both Kenya’s official working languages is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
