Key Responsibilities and Duties:
The role involves overseeing and executing essential functions and deliverables, ensuring alignment with organizational objectives. Accountabilities include managing day-to-day operations, driving performance metrics, and fostering collaboration across teams to achieve strategic goals. Additionally, the position requires adherence to established policies, maintaining compliance with industry standards, and reporting on progress to senior leadership. Key duties encompass project oversight, resource allocation, and continuous process improvement to enhance operational efficiency and effectiveness.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry, maintain organized records, and facilitate clear communication with the Host Country while adhering to strict protocols for the secure handling of confidential documents, such as passport copies and visa applications.
Offer timely and clear communication to all staff regarding protocol procedures and United Nations system events related to Protocol at the country level.
Support the Regional Office by arranging specialized accommodations for VIP attendees at events, as required.
Prepare routine correspondence pertaining to various protocol-related matters, and transcribe verbal notes upon request.
Deliver protocol assistance in strict adherence to UN Women’s guidelines, regulations, policies, and strategic frameworks, as well as the established protocols of the Host Country.
Coordinate diplomatic notifications to the host country government regarding staff and dependents’ arrivals and departures, the allocation of diplomatic identity cards, and the assignment of personal identification numbers.
Ensure the prompt renewal of diplomatic identity cards upon their expiration by coordinating with the pertinent host government departments as necessary.
Timely processing of re-entry passes for employees and their dependents, entry permits for non-Kenyan locally recruited staff, visa extensions for interns and consultants, and Kenya entry visas for meeting participants must be ensured, along with follow-ups with the relevant host government departments.
Ensure the prompt processing of Kenyan driving license issuance and renewal, along with the registration, transfer, or disposal of both official and private vehicles, including the issuance and retrieval of their number plates; follow up diligently with the appropriate host country department(s) to maintain compliance and efficiency.
Maintain a database tracking the protocol-related status of UN Women personnel, ensuring timely updates and accurate records to facilitate necessary actions for sustaining their legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring efficient coordination of office operations, meticulous handling of documentation, and seamless facilitation of communication channels. Maintain organized records, manage schedules, and support staff with logistical arrangements to uphold operational excellence and enhance productivity.
You will facilitate daily facilities operations and collaborate with NON Facility Management and/or external service providers to address maintenance, repair, and operational support needs.
Coordinate the allocation of workspaces and oversee logistical operations to optimize the utilization of office environments, furniture, and essential supplies.
Facilitate access to compounds and ensure campus compliance by managing the issuance of Ground Passes, coordinating with UNDOS, and liaising with the NON Security and Control Centre for security clearances and briefings.
The Finance team receives assistance in managing Value-Added Tax (VAT) exemptions, including the preparation of annual blanket VAT exemptions for official and staff member accounts, as well as processing individual staff VAT claims as required.
Coordinate and manage the timely and compliant delivery of goods and services, ensuring strict adherence to all terms outlined in procurement contracts.
Coordinate residential security assessments in accordance with the Kenya Residential Security Measures (RSM) by collaborating with the United Nations Department of Safety and Security (UNDOS) for eligible personnel.
Offer comprehensive administrative assistance for conferences and workshops coordinated by the Regional Office.
Assist the designated Asset Focal Point throughout the annual physical asset verification process to ensure accuracy and completeness.
The role involves undertaking additional responsibilities within the assigned functional area as required to ensure the seamless operation of the Office and the Organization.
Competencies include a proven ability to analyze complex data sets, interpret findings accurately, and communicate insights effectively to stakeholders at all levels. Proficiency in statistical analysis, data visualization tools, and reporting software is essential, along with strong problem-solving skills to identify trends and recommend data-driven solutions. Candidates should demonstrate expertise in SQL, Python, or R, with familiarity in machine learning techniques and big data platforms preferred. Excellent organizational and project management abilities are required to prioritize tasks, meet deadlines, and collaborate across teams. Strong interpersonal and communication skills are also necessary to foster productive relationships with cross-functional partners.
We uphold the following fundamental principles:
Integrity is a fundamental requirement for this position. Candidates must demonstrate a steadfast commitment to ethical principles and honesty in all professional interactions. This role demands unwavering adherence to moral and ethical standards, ensuring transparency and accountability in every endeavor. Applicants should possess a strong sense of personal and professional integrity, as it underpins trust, reliability, and the overall success of the organization.
We value individuals who exhibit a high standard of professionalism in all aspects of their work. Candidates must demonstrate reliability, integrity, and a strong work ethic in a fast-paced environment. The role requires meticulous attention to detail, excellent communication skills, and the ability to collaborate effectively with cross-functional teams. Prior experience in a similar capacity is preferred, with a proven track record of meeting deadlines and maintaining high-quality standards. The ideal candidate will possess strong organizational abilities and the capacity to adapt to evolving priorities while upholding professional conduct at all times.
We value and uphold diversity in all its forms, fostering an inclusive environment where individual differences are celebrated and respected. This commitment ensures that everyone, regardless of background, has the opportunity to contribute meaningfully and thrive within our organization.
Core Strengths: Demonstrates proficiency in strategic planning, problem-solving, and decision-making, ensuring alignment with organizational goals. Exhibits strong communication skills, both written and verbal, to convey complex ideas effectively. Maintains adaptability in dynamic environments, fostering collaboration and innovation. Possesses a keen analytical mindset for data-driven insights and continuous improvement. Shows leadership in driving team performance and accountability through clear delegation and mentorship.
Demonstrates a deep understanding and respect for gender diversity and inclusivity, fostering an environment where all individuals are treated with equity and respect.
Demonstrates a strong sense of responsibility and commitment to meeting established goals and deadlines. Ensures thorough follow-through on tasks, projects, and commitments with meticulous attention to detail. Upholds high standards of integrity and ethical conduct in all professional interactions and decision-making processes. Takes ownership of outcomes, whether positive or negative, and proactively addresses issues to maintain accountability and drive continuous improvement.
Creative problem-solving involves identifying innovative solutions to complex challenges through original thinking and strategic approaches. This skill requires the ability to analyze situations from multiple perspectives, evaluate potential outcomes, and implement effective strategies that address root causes rather than symptoms. Individuals proficient in this area often demonstrate adaptability, resourcefulness, and a willingness to explore unconventional methods to achieve optimal results. Strong analytical and communication skills are essential to articulate ideas clearly, collaborate with stakeholders, and drive actionable outcomes. Mastery of this competency enables professionals to navigate ambiguity, refine processes, and foster continuous improvement in dynamic environments.
Effective communication is essential to ensure clarity and understanding in all professional interactions. It requires the ability to convey ideas clearly, listen actively, and adapt messaging to different audiences. Strong written and verbal communication skills are critical for collaborating with team members, stakeholders, and clients, as well as for drafting reports, presentations, and emails. Additionally, active listening and the capacity to provide constructive feedback are vital for fostering a productive and inclusive work environment.
We foster a collaborative environment that values and embraces diversity, ensuring all team members feel respected and empowered to contribute their unique perspectives.
Stakeholder engagement involves establishing and nurturing collaborative relationships with internal and external parties to ensure alignment on project objectives and deliverables. This role requires actively identifying key stakeholders, assessing their interests and influence, and tailoring communication strategies to meet their needs. Responsibilities include facilitating transparent dialogue, addressing concerns promptly, and fostering trust through consistent engagement and follow-up. Proficiency in stakeholder mapping, negotiation, and conflict resolution is essential, along with strong interpersonal and presentation skills to effectively convey information and gather feedback.
Leading by Example.
Functional Competencies:
Demonstrates expertise in core business functions, including strategic planning, process optimization, and performance management. Applies analytical skills to assess operational challenges and develop data-driven solutions. Exhibits proficiency in utilizing relevant tools and technologies to enhance productivity and efficiency. Maintains a deep understanding of industry best practices and regulatory requirements to ensure compliance and continuous improvement. Collaborates across departments to align initiatives with organizational objectives and fosters a culture of accountability and innovation.
Proficient in executing administrative procedures and managing transactions with precision and efficiency.
Responsible for safeguarding and overseeing confidential documents and communications with the utmost discretion and professionalism.
Proficient in understanding and applying administrative rules and regulations effectively.
Strong proficiency in IT infrastructure and web-based management systems is required.
Possesses strong diplomatic acumen and exceptional communication abilities.
Bachelor’s degree in Human Resources, Business Administration, or a related discipline is required, along with a minimum of three years of experience in talent acquisition or a comparable role. Proficiency in applicant tracking systems and recruitment software is essential. Strong communication and interpersonal skills are necessary to engage with candidates and hiring managers effectively. The ability to evaluate resumes, conduct interviews, and assess qualifications objectively is critical. Familiarity with equal employment opportunity (EEO) guidelines and labor laws is also required to ensure compliance.
Education and Certification: A bachelor’s degree in accounting, finance, or a related field is required, along with a Certified Public Accountant (CPA) license or eligibility to obtain one. Additional certifications, such as Certified Management Accountant (CMA) or Chartered Financial Analyst (CFA), are considered advantageous.
Secondary education completion is a mandatory prerequisite for this role.
A bachelor’s degree in Business Administration or a closely related field is highly advantageous for this role.
Experienced candidates should possess a proven track record in the relevant field, with a minimum of [X] years of hands-on work experience. Familiarity with industry-standard tools, methodologies, and best practices is essential, along with the ability to adapt to evolving technologies and trends. Strong problem-solving skills and a collaborative mindset are required to effectively contribute to cross-functional teams.
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A minimum of five years of hands-on experience in progressively responsible roles within administration, procurement, HR, or logistics support services is required.
Proficiency in computer operations and familiarity with office software suites, including Online ERP systems and Microsoft Office applications, are essential requirements.
Required is demonstrated expertise in protocol matters or collaboration with governmental entities.
Languages:
Proficiency in English is a prerequisite for this role.
Proficiency in an additional official UN language is considered an asset.
Proficiency in both Kenya’s official working languages is highly advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
