Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry, maintain accurate records, and coordinate communications with the Host Country, prioritizing the secure management of confidential documents such as passport copies and visa applications.
Deliver prompt and clear communications to all personnel concerning protocol procedures and country-level events within the United Nations system.
Provide support to the Regional Office in organizing bespoke arrangements for VIPs attending events, as required.
Prepare routine correspondence concerning various protocol-related issues and record verbal notes as requested.
Deliver protocol assistance in strict adherence to UN Women’s established rules, regulations, policies, and strategic frameworks, as well as the Host Country’s protocol requirements.
Coordinate diplomatic notifications to the host country government for the arrival and departure of staff members and their dependents, as well as for the issuance of diplomatic identity cards and personal identification numbers.
Timely renewal of diplomatic identity cards upon expiration, including necessary follow-up with the relevant host government departments, must be ensured.
Timely processing of re-entry passes for staff and their dependents, entry permits for locally recruited non-Kenyan personnel, visa extensions for interns and consultants, and issuance of Kenya entry visas for meeting participants must be ensured, including follow-ups with the relevant host government department(s).
Ensure the prompt processing of Kenyan driving license issuances and renewals, as well as the registration of official and private vehicles, including the transfer or disposal of these vehicles. Additionally, manage the issuance and retrieval of their number plates while coordinating follow-ups with the appropriate host country departments.
Oversee a database that tracks the protocol-related status of UN Women personnel, ensuring accurate monitoring and prompt action to maintain their ongoing legitimacy and validity within the country. This role involves managing up-to-date records to facilitate efficient oversight and compliance with relevant standards.
Deliver comprehensive administrative assistance to the Regional Office, ensuring efficient operations and streamlined workflows.
Facilitate the day-to-day functioning of facility operations while collaborating with NON Facility Management and/or external contractors to address maintenance, repair, and operational needs.
Oversee the management of workspace distribution and operational logistics to maximize the efficiency of office environments, including furniture, supplies, and allocated areas, ensuring optimal utilization of available resources.
Facilitate access to compounds and ensure adherence to campus compliance protocols, which involves issuing Ground Passes and coordinating with UNDOS and the NON Security and Control Centre to obtain security clearances and conduct necessary briefings.
Provide assistance to the Finance team by managing Value-Added Tax (VAT) exemptions, including processing annual VAT blanket exemptions for official and staff accounts, as well as individual staff members’ VAT claims, as required.
Oversee and manage the timely and compliant delivery of goods and services in alignment with the stipulated procurement contract terms and specifications.
Collaborate with the United Nations Department of Safety and Security (UNDOS) to conduct residential security assessments for eligible personnel in alignment with the Kenya Residential Security Measures (RSM);
Offer administrative assistance for conferences and workshops hosted by the Regional Office.
Provide assistance to the Asset Focal Point throughout the annual physical asset verification process.
The incumbent carries out additional responsibilities within their designated functional scope as required to ensure the effective operation of the Office and the Organization.
The individual should possess a diverse skill set encompassing leadership, communication, problem-solving, and adaptability to drive team success and organizational growth. Proficiency in relevant software, tools, and methodologies is essential, along with the ability to analyze complex data and make informed decisions. Strong interpersonal skills are required to foster collaboration, resolve conflicts, and build high-performing teams. Additionally, the candidate must demonstrate a commitment to continuous learning and professional development to stay ahead of industry trends. Experience in project management, stakeholder engagement, and strategic planning is highly desirable.
Core Principles: Integrity, excellence, and accountability serve as the foundation of our organizational ethos, guiding every decision and action. These values underpin our commitment to fostering a collaborative work environment where innovation thrives and ethical standards remain unwavering. Each team member is expected to embody these principles, ensuring transparency, respect, and dedication in all professional endeavors. Upholding these core tenets not only strengthens our culture but also drives sustainable success and meaningful impact across all initiatives.
We uphold the highest standards of ethical conduct, ensuring transparency, honesty, and accountability in all actions and decisions. Maintaining a commitment to moral and professional principles is essential to our organizational culture and core values.
Professionalism is essential, encompassing a commitment to ethical standards, integrity, and a respectful demeanor in all interactions. This role demands adherence to workplace policies, maintaining confidentiality, and demonstrating accountability for actions. Strong communication skills, both verbal and written, are required to convey ideas clearly and collaborate effectively with colleagues and stakeholders. Punctuality, reliability, and a proactive approach to problem-solving further underscore the importance of professional conduct. Additionally, the ability to adapt to diverse environments while upholding a positive and composed presence is critical to success in this position.
We value and uphold diversity in all its forms, fostering an inclusive environment where every individual is respected, supported, and empowered to contribute their unique perspectives.
Core Proficiencies: Demonstrates expertise in managing complex projects with a focus on efficiency and innovation. Requires proficiency in strategic planning, stakeholder engagement, and cross-functional collaboration. Must possess strong analytical skills and the ability to interpret data to drive informed decision-making. Familiarity with industry-specific regulations and compliance standards is essential. Exhibits exceptional communication and interpersonal abilities to foster productive working relationships and resolve conflicts effectively.
Demonstrates a keen understanding of and sensitivity toward gender-related matters, fostering an inclusive and respectful environment.
We value individuals who take ownership of their responsibilities and deliver on their commitments with diligence and integrity. Candidates should demonstrate a strong sense of responsibility, ensuring tasks are completed accurately and on schedule. This includes adhering to deadlines, maintaining high standards of work quality, and being answerable for both successes and areas needing improvement.
Creative problem-solving involves devising innovative solutions to complex challenges, requiring a blend of originality and analytical reasoning. This skill encompasses the ability to identify underlying issues, generate diverse ideas, and evaluate potential outcomes to determine the most effective course of action. Professionals adept in this domain often employ structured methodologies alongside intuitive thinking to tackle problems efficiently and adaptable. Strong critical thinking, adaptability, and a willingness to explore unconventional approaches are essential for success in this capacity.
Candidates must demonstrate exceptional proficiency in communication, ensuring clarity and effectiveness in both verbal and written exchanges. Strong interpersonal skills are essential for collaborating seamlessly with teams, stakeholders, and clients while maintaining a professional demeanor. The role demands the ability to articulate complex information succinctly, adapt messaging to diverse audiences, and actively listen to foster understanding and resolve inquiries efficiently.
We foster an environment of inclusive collaboration, ensuring every team member feels valued and heard. This approach encourages diverse perspectives and drives innovation through collective input. Active participation and mutual respect are essential to achieving our shared goals. We prioritize open communication and adaptability to embrace varied viewpoints and experiences.
Our role involves actively collaborating with stakeholders to ensure alignment, address concerns, and foster productive relationships. This requires assessing their needs, facilitating clear communication, and securing buy-in for initiatives. Key responsibilities include maintaining ongoing engagement, resolving conflicts, and championing collaborative problem-solving to achieve shared objectives. Strong interpersonal skills, emotional intelligence, and the ability to influence without authority are essential. Experience in stakeholder management, negotiation, and strategic communication is highly valued.
Leading by Example.
Functional competencies encompass the essential skills and knowledge required to perform the job effectively. Candidates must exhibit a strong background in relevant areas, demonstrating proficiency through prior experience or specialized training. These competencies include analytical abilities, problem-solving skills, and the capacity to apply technical expertise to real-world situations. Additionally, the role demands effective communication, collaboration, and adaptability to evolving business needs. Proficiency in industry-specific tools, methodologies, and best practices is also necessary to ensure optimal performance and contribute meaningfully to organizational objectives.
Proficient in managing and executing administrative processes and transactions with precision and efficiency.
Managing and safeguarding confidential documents and correspondences with the utmost discretion is a key responsibility of this role.
Demonstrates a solid understanding of administrative policies and procedures, ensuring compliance with established guidelines and frameworks.
Proven expertise in IT infrastructure and web-based management systems is required.
Proven ability to maintain strong diplomatic relations and communicate with exceptional clarity and persuasiveness.
Bachelor’s degree in Human Resources, Business Administration, or a related field required. Minimum of three years of experience in recruitment, talent acquisition, or a similar role, with a demonstrated track record of successful hiring outcomes. Proficiency in applicant tracking systems and recruitment software, such as Workday or Greenhouse. Strong interpersonal and communication skills to engage with candidates and stakeholders effectively. Ability to assess cultural fit and qualifications while maintaining a positive candidate experience. Knowledge of labor laws, hiring best practices, and diversity, equity, and inclusion principles is essential. Exceptional organizational and time management capabilities to handle multiple requisitions simultaneously.
Education and Certifications: Applicants must possess a bachelor’s degree in a relevant field, supplemented by pertinent certifications, if available, to be eligible for consideration.
A secondary education must be completed.
A bachelor’s degree in Business Administration or a closely related field is preferred.
With a proven track record in the field, candidates should possess hands-on experience relevant to the role’s core responsibilities. Prior engagement in similar projects, methodologies, or industries is highly valued, ensuring a seamless transition into the position. The ideal applicant will demonstrate adaptability and a commitment to continuous learning, fostering growth within the organization. Familiarity with industry standards, tools, or frameworks—whether through formal education, certifications, or practical application—will further strengthen the application. This experience equips professionals to deliver measurable results and contribute meaningfully to team objectives.
A minimum of five years of relevant, hands-on experience in administration, procurement, human resources, or logistics support services is required.
Proficiency in utilizing computers and various office software solutions, including Online ERP systems and Microsoft Office applications, is essential.
Required is a demonstrated background in protocol operations or collaboration with governmental entities.
Languages: Proficiency in English is essential; fluency in additional languages is advantageous.
Proficiency in English is a prerequisite for this position.
Proficiency in an additional official UN language is considered an advantage.
Knowledge of both official working languages in Kenya is desirable.
Qualifications
BA/BSc/HND
Experience Required
5 years
