Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices, ensuring adherence to established standards and procedures in all interactions.
Responsible for overseeing data entry tasks, maintaining accurate records, and facilitating communication with the Host Country while strictly adhering to protocols for the secure handling of confidential documents such as passport copies and visa applications.
Deliver timely and clear communications to all staff concerning protocol procedures and UN system events pertinent to Protocol at the country level.
Provide support to the Regional Office in arranging customized accommodations for Very, Very Important Persons (VIPs) attending events, as required.
Prepare routine correspondence for various protocol-related matters and transcribe verbal notes upon request.
Provide protocol support in strict adherence to UN Women’s established rules, regulations, policies, and strategic directives, as well as the Host Country’s protocol requirements.
Upon the arrival and departure of staff members and their dependents, coordinate the notification to the host country government regarding the issuance of diplomatic identity cards and personal identification numbers.
Timely renewal of diplomatic identity cards upon expiration is essential, requiring proactive coordination with the pertinent host government departments to ensure seamless processing.
Ensure all re-entry passes for staff and their dependents, entry permits for non-Kenyan locally recruited employees, visa extensions for interns and consultants, and Kenya entry visas for meeting participants are processed promptly, while following up with the relevant government department(s) as needed.
Responsibilities include expediting the processing of Kenyan driving license issuance and renewal, as well as managing vehicle registration for both official and private vehicles. Additionally, oversee the transfer or disposal of these vehicles, along with the allocation and retrieval of their number plates, while coordinating with the appropriate host country department(s) to ensure seamless operations.
Maintain a database that tracks the protocol-related status of UN Women personnel, facilitating the monitoring of their legitimacy and validity within the country to ensure timely and appropriate action.
Deliver comprehensive administrative assistance to the Regional Office, ensuring efficient operations and seamless workflow coordination.
Facilitate daily facilities operations and collaborate with NON Facility Management and/or external vendors to ensure timely maintenance, repairs, and operational assistance.
Oversee the distribution and organization of workspace resources, optimizing the utilization of office areas, furniture, and materials to enhance operational efficiency.
Facilitate access to the compound and ensure adherence to campus regulations by issuing Ground Passes, coordinating with the United Nations Department of Safety and Security (UNDOS), and collaborating with 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 member accounts, as well as individual VAT claims, as required.
Coordinate and manage the timely and compliant delivery of goods and services, ensuring strict adherence to procurement contract specifications throughout the process.
Coordinate residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM) in collaboration with UNDOS.
Offer comprehensive administrative assistance for conferences and workshops hosted by the Regional Office to ensure seamless execution and operational efficiency.
Assist the Asset Focal Point during the annual physical asset verification process to ensure accurate and timely completion of the verification exercise.
The role may involve additional responsibilities aligned with the incumbent’s functional profile, as required to support the efficient operations of both the Office and the Organization.
Demonstrated proficiency in [specific skills or areas of expertise], with a strong ability to [key tasks or functions]. Exceptional interpersonal and communication skills are essential for fostering collaborative relationships and driving team success. The role demands meticulous attention to detail, ensuring accuracy and efficiency in all assigned duties. A proactive approach to problem-solving and adaptability to evolving priorities are crucial for achieving organizational objectives. Experience in [industry or field] is preferred, along with a track record of delivering measurable results in similar roles. Proficiency in [specific tools, software, or methodologies] is required to perform job functions effectively.
Core Values: We prioritize integrity, innovation, and collaboration in every aspect of our operations. Upholding unwavering ethical standards, we foster an environment where transparency and trust are foundational to our success. Embracing creativity and forward-thinking solutions, we continually seek opportunities to improve and adapt. Through teamwork and mutual respect, we cultivate a culture that empowers individuals to contribute their unique strengths while aligning with our shared vision.
With a steadfast commitment to ethical principles and transparency, we seek individuals who uphold honesty and moral uprightness in all professional interactions. Candidates must demonstrate reliability and consistency in their actions, ensuring alignment with the organization’s core values and standards.
Professionalism is paramount in this role, which necessitates a commitment to maintaining high standards of conduct, integrity, and ethical behavior in all workplace interactions. The ideal candidate will demonstrate a strong work ethic, reliability, and a dedication to fostering a positive and respectful work environment. This position requires the ability to handle sensitive information with discretion, communicate effectively with colleagues and stakeholders at all levels, and consistently uphold the organization’s values and policies.
Demonstrates a firm commitment to fostering an inclusive environment that values and celebrates individual differences, ensuring equitable opportunities for all.
Core proficiencies include a robust foundation in strategic planning and execution, ensuring alignment with organizational objectives. Essential requirements consist of a minimum of five years of progressive experience in a related field, coupled with demonstrated expertise in project management and cross-functional collaboration. Candidates must exhibit exceptional analytical abilities, a commitment to continuous improvement, and the capacity to drive operational efficiencies. Additional qualifications encompass strong communication skills, proficiency in relevant software tools, and a results-driven mindset. Responsibilities involve leading initiatives, managing stakeholder relationships, and delivering measurable outcomes that support business growth and sustainability.
Demonstrates a heightened understanding and responsiveness to gender-related considerations, recognizing their impact on individuals and interactions.
Accountability is a critical requirement for this position, ensuring that all duties are fulfilled with precision and responsibility. The role demands a steadfast commitment to meeting deadlines, maintaining high standards of work quality, and taking ownership of both successes and challenges. Additionally, it requires thorough self-assessment, proactive problem-solving, and the ability to deliver consistent results while adhering to organizational policies and ethical guidelines.
Creative problem-solving involves analyzing complex situations, identifying innovative solutions, and implementing effective strategies to overcome challenges. This skill set requires a combination of critical thinking, adaptability, and out-of-the-box reasoning to address unexpected obstacles or inefficiencies. Professionals with strong creative problem-solving abilities can evaluate multiple perspectives, assess potential risks, and develop actionable plans that align with organizational goals. It is essential for driving continuous improvement, fostering collaboration, and maintaining a competitive edge in dynamic environments.
Effective communication is essential for fostering collaboration, ensuring clarity, and driving productivity within the team. It involves the ability to convey ideas clearly, listen actively, and adapt messaging to diverse audiences. Strong interpersonal skills and a proactive approach to sharing information are critical for aligning goals, resolving conflicts, and maintaining a cohesive work environment.
Foster an environment that values and promotes inclusive collaboration, ensuring all team members’ perspectives are respected and integrated.
Skilled professionals are required to cultivate and maintain productive relationships with key stakeholders, ensuring alignment with organizational goals and driving collaborative initiatives. The role demands expertise in communication, negotiation, and conflict resolution to effectively engage diverse parties, including clients, partners, and internal teams. Responsibility includes identifying stakeholder needs, addressing concerns, and delivering tailored solutions that enhance satisfaction and foster long-term partnerships. Strong analytical and strategic thinking are essential to assess stakeholder dynamics, mitigate risks, and capitalize on opportunities for mutual benefit.
Leading by Example.
Demonstrated ability to perform essential job-related tasks with proficiency, including the application of specialized knowledge, skills, and methodologies pertinent to the role. Proven expertise in executing operational duties efficiently while maintaining high standards of accuracy and reliability. Strong analytical and problem-solving capabilities to assess situations, identify key issues, and implement effective solutions. Adept at leveraging technical tools, systems, and best practices to optimize workflows and enhance productivity. Commitment to continuous learning and professional development to stay current with industry trends and evolving job requirements.
Proficient in managing and executing administrative procedures and transactions with precision and efficiency.
Managing and safeguarding confidential documents and communications with discretion and professionalism.
Possesses a strong understanding of administrative policies and procedures, ensuring compliance with established guidelines and regulatory standards.
Strong proficiency in IT infrastructure and web-based management systems is required.
Possesses strong diplomatic acumen alongside exceptional verbal and written communication abilities.
We seek candidates who possess a minimum of three years of hands-on experience in full-cycle recruiting, including sourcing, screening, conducting interviews, and extending job offers. The ideal applicant will hold a bachelor’s degree in Human Resources, Business Administration, or a related field. Proficiency in applicant tracking systems (ATS) and strong interpersonal skills to engage with hiring managers and candidates are essential. Additionally, familiarity with diversity, equity, and inclusion (DEI) principles in recruitment is highly valued. The role requires meticulous attention to detail, exceptional organizational abilities, and the capacity to manage multiple priorities in a fast-paced environment.
Education and Certification: Applicants must possess a bachelor’s degree in a relevant field, such as business administration, finance, or accounting. While a master’s degree is preferred, it is not mandatory. Additionally, candidates should hold certifications like CPA, CFA, or PMP, or equivalent credentials, to enhance their qualifications.
Secondary education completion is a prerequisite for this position.
A Bachelor’s degree in Business Administration or a related field is highly advantageous.
With experience in the field, candidates should possess a proven track record in related roles, demonstrating adaptability and a commitment to professional growth. Familiarity with industry standards and best practices is essential, along with the ability to apply technical and soft skills effectively. A solid understanding of key processes and the capacity to work independently or collaboratively within a team are highly valued. Prior hands-on experience in similar environments is preferred, ensuring the ability to meet performance expectations and contribute meaningfully to organizational objectives.
A minimum of five years of relevant work experience in administration, procurement, human resources, or logistics support services, with a demonstrated progression in responsibility, is required.
Proficiency in utilizing computers and office software suites, including Online ERP systems and Microsoft Office applications, is essential.
Required is demonstrated expertise in protocol matters or collaboration with government entities.
Languages: Proficiency in English and Spanish is required; additional languages are a plus. Fluency in written and verbal communication is essential for effectively collaborating with diverse teams and stakeholders.
Proficiency in English is essential for this position.
Fluency in an additional United Nations official language is advantageous.
Proficiency in both Kenya’s official working languages is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
