Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices, ensuring seamless coordination and adherence to established guidelines.
Oversee data entry and record-keeping duties while facilitating communication with the Host Country, with strict adherence to protocols for the secure management of sensitive documents, such as passport copies and visa applications.
Deliver timely and effective communication to all staff regarding protocol procedures and United Nations system events pertaining to Protocol at the country level.
Assist the Regional Office as required in organizing tailored accommodations for Very, Very Important Persons (VIPs) attending scheduled events.
Prepare routine correspondence concerning various protocol-related topics and transcribe verbal notes upon request.
Deliver protocol assistance in compliance with UN Women’s established rules, regulations, policies, and strategies, as well as the Host Country Protocol guidelines.
Upon the arrival and departure of staff members and their dependents, as well as the issuance of diplomatic identity cards and personal identification numbers, ensure timely communication with the host country government.
Upon expiry, diligently facilitate the prompt renewal of diplomatic identity cards and maintain follow-up communications with the pertinent host government department(s).
Responsible for promptly processing re-entry passes for employees and their dependents, entry permits for locally recruited non-Kenyan staff, visa extensions for interns and consultants, as well as Kenya entry visas for meeting attendees, while coordinating with the appropriate host government authorities for follow-ups.
To facilitate the prompt processing of Kenyan driving license issuance and renewals, as well as vehicle registration for both official and private vehicles, you will manage the transfer or disposal of these vehicles. Additionally, you will oversee the issuance and retrieval of their number plates and maintain follow-ups with the appropriate host country department(s) to ensure seamless operations.
Maintain a database documenting the protocol-related status of UN Women personnel, ensuring accurate tracking and prompt action to uphold their ongoing legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring seamless daily operations through meticulous organization and efficient coordination of essential tasks.
Provide assistance for day-to-day facilities operations while collaborating with NON Facility Management and/or external vendors to address maintenance, repair, and operational needs.
Coordinate workspace allocation and logistics to optimize office space utilization, furniture distribution, and supply management.
Facilitate access to restricted compounds and ensure adherence to campus security protocols, which includes the distribution of Ground Passes and collaboration with UNDOS and the NON Security and Control Centre to process security clearances and conduct briefings.
Assist the Finance team by handling 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 accurate delivery of goods and services while ensuring full compliance with the terms outlined in procurement contracts.
Coordinate residential security assessments in accordance with the Kenya Residential Security Measures (RSM) by collaborating with UNDOS for eligible personnel.
Deliver comprehensive administrative assistance for conferences and workshops hosted by the Regional Office.
Assist the designated Asset Focal Point throughout the yearly physical asset verification process to ensure accurate and efficient completion of the task.
The incumbent may undertake additional responsibilities aligned with their functional role as required to support the operational effectiveness of the Office and the Organization.
Demonstrates expertise in strategic planning, financial acumen, and operational efficiency to drive organizational success. Proven ability to lead cross-functional teams, foster collaboration, and implement innovative solutions. Strong analytical skills with a data-driven approach to decision-making and problem-solving. Exceptional communication and interpersonal skills to engage stakeholders at all levels. Commitment to continuous improvement, adaptability to change, and a results-oriented mindset. Experience in budget management, risk assessment, and performance metrics alignment with business objectives. Knowledge of industry best practices and emerging trends to enhance competitiveness.
Core Principles: Integrity, collaboration, innovation, and accountability form the foundation of our organization’s culture.
Demonstrates unwavering honesty and ethical standards in all professional interactions and decision-making processes. Maintains transparency and accountability, ensuring actions align with company values and compliance requirements. Builds trust through consistent, reliable behavior while upholding integrity in challenging situations.
Professionalism is essential in this role, requiring a polished and courteous demeanor at all times. Candidates must demonstrate strong communication skills, ethical conduct, and the ability to maintain confidentiality. The position demands a commitment to delivering high-quality work while adhering to industry standards and organizational values. Additionally, the ideal candidate will exhibit adaptability, problem-solving abilities, and a proactive approach to challenges.
Respect for Diversity is a fundamental value we uphold, celebrating the unique backgrounds, perspectives, and contributions of all individuals. We are committed to fostering an inclusive environment where every team member feels valued, heard, and empowered to thrive. Our organization actively seeks to embrace differences in culture, ethnicity, gender, age, religion, sexual orientation, disability, and other dimensions of identity, ensuring equitable opportunities for growth and advancement. By prioritizing diversity, we enhance collaboration, innovation, and overall performance, aligning with our mission to create a workplace that reflects and serves the richness of our global community.
Core capabilities include a strong foundation in analytical thinking, problem-solving, and decision-making, enabling the ability to assess complex situations and derive effective solutions. Exceptional communication skills are essential for conveying ideas clearly, collaborating with stakeholders, and fostering productive teamwork. Proficiency in [specific tools/software, if applicable] is required to execute tasks efficiently and meet project deadlines. Adaptability and a willingness to embrace change are critical for thriving in dynamic environments and addressing evolving business needs. Additionally, a commitment to continuous learning and professional development ensures the ability to stay current with industry trends and best practices. Strong organizational and time-management skills support the efficient prioritization of responsibilities and the achievement of measurable outcomes.
Demonstrates a strong commitment to understanding and respecting gender-related perspectives, ensuring inclusive interactions and decisions.
Demonstrates a strong commitment to responsibility, ensuring all tasks are completed with precision and adherence to established standards. Takes ownership of actions and outcomes, proactively addressing any challenges or discrepancies to maintain high levels of integrity and efficiency. Consistently meets deadlines and delivers results while fostering a culture of accountability within the team.
Proactive problem-solving that leverages innovative thinking to develop effective solutions is essential.
Effective communication is a cornerstone of this role, requiring the ability to convey information clearly and concisely, both verbally and in writing. You must adeptly tailor your communication style to suit diverse audiences, ensuring understanding and engagement across all interactions. Strong active listening skills are essential to grasp varying perspectives and respond appropriately. Additionally, the position demands proficiency in articulating complex ideas in a straightforward manner, fostering collaboration and alignment within the team.
Foster a collaborative environment that embraces diversity, equity, and inclusion, ensuring all team members feel valued and respected. Encourage open communication, active listening, and mutual support to leverage the strengths of every individual. Promote a culture where differing perspectives are welcomed and contribute to innovative solutions and collective success.
Stakeholder engagement involves fostering strong relationships with key individuals and groups who have a vested interest in the outcomes of projects or initiatives. This role requires the ability to communicate effectively, negotiate skillfully, and collaborate with diverse stakeholders to ensure their needs and expectations are understood and addressed. Additionally, the position demands a proactive approach to identifying potential concerns, managing conflicts, and aligning interests to support organizational objectives. Strong interpersonal skills, a keen understanding of stakeholder dynamics, and the capacity to influence without authority are essential for success in this role.
Setting the standard for others to follow, you will exemplify leadership through your actions, decisions, and professional conduct. By demonstrating integrity, accountability, and a commitment to excellence, you will inspire and guide your team toward achieving shared objectives and fostering a culture of high performance and collaboration.
Functional Competencies encompass a range of specialized skills and proficiencies essential to the role. These include a deep understanding of industry-specific methodologies, the ability to apply technical expertise to resolve complex challenges, and proficiency in leveraging tools and systems to enhance operational efficiency. Strong analytical abilities are required to interpret data, identify trends, and derive actionable insights that drive decision-making. Candidates must demonstrate effective problem-solving skills, adaptability to evolving requirements, and a commitment to continuous learning to stay current with advancements in the field. Collaboration with cross-functional teams is also necessary to ensure alignment with organizational goals and deliver measurable outcomes.
You must possess the capability to effectively manage and execute administrative processes and transactions with precision and efficiency.
Responsible for the secure handling and management of confidential documents and correspondence, ensuring strict adherence to privacy protocols and organizational guidelines.
Possesses a thorough understanding of administrative policies and regulatory guidelines.
Proficient in managing IT infrastructure and web-based systems with a strong technical skill set.
Skilled in fostering diplomatic relations and possessing exceptional communication abilities.
Seeking qualified candidates with a proven track record in talent acquisition, preferably holding a degree in Human Resources, Business Administration, or a related field. Strong interpersonal and communication skills are essential to engage with candidates and stakeholders effectively. Experience in full-cycle recruitment, including sourcing, screening, interviewing, and onboarding, is highly desirable. Proficiency in applicant tracking systems and HR software is a must. Additionally, a deep understanding of labor laws, equal employment opportunity regulations, and best practices in diversity hiring is required. The ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment is critical.
Educational Qualifications and Professional Credentials: Applicants must possess a relevant degree or certification in the specified field, with additional certifications or specialized training considered advantageous. Minimum education requirements include a bachelor’s degree or equivalent from an accredited institution, with preference given to candidates holding advanced degrees or industry-recognized certifications. Professional development courses and ongoing education are highly valued to ensure alignment with evolving industry standards and best practices.
A secondary education diploma or equivalent is necessary for consideration.
A bachelor’s degree in Business Administration or a closely related discipline is highly advantageous.
Experienced professionals with a proven track record in the field are encouraged to apply, as candidates must demonstrate a minimum of [X] years of relevant industry experience. Proficiency in [specific skills or tools] is essential, along with a strong background in [relevant area]. The ideal candidate will have successfully led [specific projects or initiatives] and possesses the ability to thrive in a fast-paced, dynamic environment. Strong problem-solving skills, attention to detail, and the capacity to work both independently and collaboratively are required.
Requires a minimum of five years of steadily increasing responsibility in administrative functions, procurement activities, human resources operations, or logistics support services.
Proficiency in utilizing computer systems and office software suites, including online ERP solutions and Microsoft Office applications, is essential.
Required is proven experience in protocol matters or collaboration with Government partners.
Proficient in multiple languages with a deep understanding of linguistic nuances and cultural contexts. Demonstrate strong verbal and written communication skills in at least two languages, including fluency in English and a second language. Additional language proficiency is a valuable asset in collaborative and global team environments.
Proficiency in English is essential for this position.
Proficiency in an additional official language of the United Nations is considered an asset.
Proficiency in both Kenya’s official working languages is considered advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
