Overseeing pivotal functions and delivering key accountabilities are central to this position. Responsibilities include managing specific operational duties and ensuring adherence to established processes. Essential requirements encompass both technical proficiencies and soft skills, with a focus on meeting performance targets and contributing to organizational goals. Additionally, the role demands strong problem-solving abilities, effective communication, and a proactive approach to addressing challenges.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry operations, maintain accurate records, and facilitate communication with the Host Country, while ensuring the secure management of sensitive documents such as passport copies and visa applications.
Deliver prompt and informative communication to all personnel concerning protocol procedures and United Nations system events pertaining to Protocol at the national level.
Assist the Regional Office in organizing and executing customized arrangements for Very, Very Important Persons attending events, whenever required.
Prepare written communications for standard protocol-related issues as needed, and transcribe verbal notes upon request.
Deliver protocol assistance in full compliance with UN Women’s established rules, regulations, policies, and strategic directives, as well as the Host Country’s protocol guidelines.
Coordinate all official notifications regarding the arrival and departure of staff members and their dependents to the host country government, as well as the issuance of diplomatic identity cards and personal identification numbers.
Ensure diplomatic identity card renewals are processed punctually once they expire, coordinating follow-ups with the appropriate host government department(s) as necessary.
Responsibilities include promptly processing re-entry passes for employees and their dependents, as well as entry permits for locally recruited non-Kenyan staff, visa extensions for interns and consultants, and Kenya entry visas for meeting attendees, while liaising with the relevant host government authorities.
Oversee the prompt handling of Kenyan driving license issuance and renewal processes, as well as the registration, transfer, or disposal of both official and private vehicles. Additionally, manage the allocation and retrieval of vehicle number plates and maintain follow-up communication with the relevant host country department(s) to ensure all actions are completed in a timely manner.
Maintain a database to track the protocol-related status of UN Women personnel, ensuring their ongoing legitimacy and validity within the country through accurate record-keeping and timely interventions.
Deliver comprehensive administrative assistance to the Regional Office, ensuring seamless operations through efficient coordination and meticulous organization of office tasks.
Support daily operational activities related to facilities and liaise with NON Facility Management and/or external vendors to ensure timely maintenance, repairs, and functional support.
Oversee the distribution and organization of workplace resources, including office areas, furniture, and supplies, to maximize efficiency and functionality.
Facilitate access to compounds and ensure adherence to campus compliance protocols, which involves issuing Ground Passes and collaborating with UNDOS as well as the NON Security and Control Centre to obtain security clearances and conduct necessary briefings.
The Finance team receives assistance with the processing of VAT exemptions, including annual VAT blanket exemptions for accounts of official staff members and individual staff VAT claims, as required.
Coordinate and manage the timely and accurate delivery of goods and services while ensuring strict adherence to procurement contract specifications.
Coordinate with the United Nations Department of Safety and Security (UNDOS) to facilitate residential security assessments for eligible staff members in accordance with the Kenya Residential Security Measures (RSM).
The Regional Office relies on you to deliver comprehensive administrative support for all conferences and workshops, ensuring seamless coordination and execution of these events.
Assist the designated Asset Focal Point throughout the annual physical asset verification process to ensure accuracy and thoroughness in the exercise.
The position holder undertakes additional responsibilities aligned with their functional role as required to ensure the effective operation of the Office and the Organization.
Competencies required for this role include a strong proficiency in project management methodologies, such as Agile and Scrum, alongside exceptional organizational and multitasking abilities to handle dynamic workloads. Candidates must demonstrate excellent communication skills, both written and verbal, to effectively collaborate with cross-functional teams and stakeholders. Analytical thinking and problem-solving capabilities are essential to assess complex situations and develop innovative solutions. Additionally, familiarity with industry-standard software tools, such as Microsoft Office Suite or project management platforms, is highly desirable. A commitment to continuous learning and adaptability to evolving business needs is also crucial for success in this position.
Core Values:
Integrity is essential to our organization, reflecting our commitment to ethical conduct and transparency in all business dealings. Candidates must demonstrate unwavering honesty, adherence to moral principles, and a strong sense of responsibility. This value influences decision-making processes and fosters trust among colleagues, clients, and stakeholders. By upholding integrity, employees contribute to a culture of accountability and respect, ensuring long-term success and credibility for the company.
Professionalism is essential, requiring strong communication skills, a polished demeanor, and a commitment to ethical standards in all interactions. Candidates must demonstrate reliability, adaptability, and the ability to maintain confidentiality in sensitive situations. A proactive approach to problem-solving, along with meticulous attention to detail, is critical for success in this role. The ideal individual will exhibit a positive attitude, collaborate effectively with team members, and uphold the organization’s values in every professional engagement.
We value and embrace diversity in all its forms.
Core Capabilities: Demonstrated proficiency in strategic planning, problem-solving, and analytical reasoning to drive organizational growth and operational excellence. Strong leadership aptitude, with the ability to inspire and guide cross-functional teams toward achieving shared objectives. Exceptional communication skills, facilitating clear and concise interactions with stakeholders at all levels. Adept at managing multiple priorities in fast-paced environments while maintaining attention to detail and delivering high-quality outcomes. Commitment to continuous learning and adaptability in response to evolving industry trends and organizational needs.
Demonstrates a keen understanding of and respect for gender-related considerations, ensuring interactions and decisions are inclusive and equitable.
The successful candidate must demonstrate a high level of accountability, ensuring all tasks and responsibilities are completed with precision and adherence to established standards. This includes taking ownership of outcomes, addressing any issues promptly, and maintaining transparent communication throughout the process. Consistency in meeting deadlines and delivering quality results is essential, as is the ability to learn from mistakes and implement continuous improvement strategies.
Creative problem-solving involves devising innovative solutions to complex challenges, requiring a blend of original thinking and analytical rigor. This skill set emphasizes the ability to identify underlying issues, explore diverse perspectives, and implement effective strategies that drive progress. Professionals in this domain must demonstrate adaptability, resourcefulness, and a proactive approach to addressing obstacles, ensuring outcomes that are both practical and forward-thinking. Strong collaboration and communication skills are also essential to articulate ideas clearly and foster team alignment toward shared objectives.
Effective communication is essential, requiring the ability to convey ideas clearly and concisely in both written and verbal formats. Active listening skills are necessary to understand and respond appropriately to colleagues, clients, and stakeholders. Proficiency in professional correspondence, including emails and reports, is required, as is the capacity to adapt communication style to diverse audiences. Strong interpersonal skills facilitate collaboration and conflict resolution in team settings.
Foster inclusive collaboration by embracing diverse perspectives and ensuring all team members feel valued and heard, thereby enhancing collective performance and innovation.
We foster constructive relationships with key stakeholders to ensure alignment with organizational objectives and mutual benefits. This involves regular communication, attentive listening to feedback, and proactive collaboration to address concerns and leverage opportunities. Stakeholders may include internal teams, external partners, clients, or regulatory bodies, requiring a tailored approach to engagement based on their unique needs and priorities. Strong interpersonal skills, emotional intelligence, and the ability to negotiate effectively are essential to navigate diverse interests and maintain productive partnerships.
Leading by Example.
Functional Competencies encompass a range of specialized skills and capabilities essential for achieving optimal performance in key operational areas. These competencies involve a deep understanding of relevant processes, systems, and methodologies, enabling efficient execution of tasks and problem-solving. Proficiency in these areas ensures adherence to industry standards, regulatory requirements, and organizational best practices, thereby enhancing overall productivity and effectiveness.
Proficient in managing and executing administrative procedures and transactions with precision and efficiency.
Responsible for the secure handling and management of confidential documents and correspondence, ensuring strict adherence to confidentiality protocols and data protection standards.
Proficient understanding of administrative policies and regulatory frameworks is required.
Proficient in managing IT systems and web-based platforms with a strong technical skill set and operational expertise.
Exceptional diplomatic acumen and superior communication abilities are essential for this role.
Bachelor’s degree in Human Resources, Business Administration, or a related field is required. Minimum of three years of experience in recruitment, staffing, or talent acquisition is preferred. Strong interpersonal and communication skills are essential to succeed in this role. Proficiency in applicant tracking systems (ATS) and Microsoft Office Suite is mandatory. Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced environment is critical. Knowledge of recruitment best practices, employment laws, and diversity hiring strategies is advantageous. Exceptional organizational skills and attention to detail are necessary to ensure smooth hiring processes.
Education and Certification: Applicants must possess a bachelor’s degree in a relevant field, complemented by an advanced degree or professional certification in a specialized discipline. Eligibility requires completion of recognized programs from accredited institutions, ensuring adherence to industry standards. Candidates should hold certifications that validate expertise, such as PMP, CPA, or other field-specific credentials, where applicable.
Secondary education must be successfully completed.
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. A minimum of three years of relevant work experience is required, with a preference for candidates who have demonstrated success in similar roles. Familiarity with industry-specific tools, methodologies, and best practices is essential, as is the ability to collaborate effectively within cross-functional teams.
A minimum of five years of progressively responsible experience in administration, procurement, human resources, or logistics support services is required.
Proficiency with computers and office software suites, including Online ERP systems and Microsoft Office applications, is essential.
Strong background in protocol operations or collaboration with government entities is essential.
Languages: Proficiency in spoken and written English and Spanish is required; additional languages are a plus.
Fluency in English is a mandatory requirement for this position.
Proficiency in an additional official United Nations language is considered an advantageous qualification.
Proficiency in both of Kenya’s official working languages is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
