Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices, ensuring adherence to diplomatic, organizational, and cultural standards.
Oversee data entry and record-keeping tasks while maintaining communication with the Host Country, with a focus on the secure management of sensitive documents such as passport copies and visa applications.
Deliver prompt and professional communication to all personnel concerning protocol procedures and United Nations system events at the country level.
Provide support to the Regional Office in organizing and executing customized arrangements for Very, Very Important Persons (VIPs) attending events, as required.
Draft routine correspondence for a range of protocol-related issues as needed, and prepare verbatim notes upon request.
Offer protocol assistance aligned with UN Women’s established rules, regulations, policies, and strategies, as well as the Host Country’s protocol guidelines.
Upon the arrival and departure of staff members and their dependents, as well as during the issuance of diplomatic identity cards and personal identification numbers, ensure timely notification to the host country government is coordinated.
Promptly manage the renewal of diplomatic identity cards upon their expiration in accordance with established timelines, and coordinate follow-up actions with the pertinent host government department(s).
Responsible for promptly processing re-entry passes for employees and their dependents, as well as entry permits for non-Kenyan locally recruited staff, visa extensions for interns and consultants, and Kenya entry visas for meeting attendees, while following up with the relevant government authorities.
Ensure the prompt issuance and renewal of Kenyan driving licenses, as well as the registration of both official and private vehicles, are processed without delay. Additionally, manage the transfer and disposal of these vehicles, along with the issuance and retrieval of their number plates. Maintain consistent follow-up with the appropriate host country departments to guarantee compliance and efficiency in all procedures.
Maintain a comprehensive database tracking the protocol-related status of UN Women personnel, ensuring accurate monitoring and prompt action to uphold their ongoing legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring seamless operational efficiency and adherence to established protocols.
Support daily facility-related operations while collaborating with NON Facility Management and/or external service providers to address maintenance, repair, and operational needs.
Oversee the distribution and organization of workspace resources, including office layouts, furniture arrangements, and necessary supplies, to optimize operational efficiency.
Deliver streamlined access to compounds while ensuring full compliance with campus regulations, which involves processing Ground Passes and collaborating with UNDOS alongside the NON Security and Control Centre to secure necessary security clearances and briefings.
Assist the Finance team in administering VAT exemptions, including processing annual blanket exemptions for official and staff member accounts, as well as individual VAT claims from staff, as required.
Ensure the timely and compliant execution of goods and services delivery in strict adherence to the procurement contract specifications.
Collaborate with UNDOS to conduct residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM).
Offer comprehensive administrative assistance for conferences and workshops coordinated by the Regional Office.
Provide assistance to the Asset Focal Point throughout the annual physical asset verification process.
The individual holding this position may undertake additional duties aligned with their professional scope, as required for the effective operation of both the Office and the Organization.
Seeking candidates with robust proficiency in project management, adept problem-solving skills, and exceptional communication abilities. Demonstrated experience in leading cross-functional teams and delivering projects within strict deadlines is essential. Strong analytical thinking and the capacity to adapt to evolving priorities are critical. Familiarity with industry-standard software and tools is required, along with a track record of driving operational efficiency. Exceptional organizational skills and attention to detail are necessary to ensure seamless project execution and stakeholder satisfaction.
Core Principles: Integrity, accountability, collaboration, and innovation serve as the foundation of our organizational culture. These values guide every decision, interaction, and initiative, emphasizing ethical conduct, responsibility for outcomes, and a commitment to working collectively toward shared objectives. We foster an environment where creative problem-solving and forward-thinking are encouraged, ensuring that our team remains adaptable, productive, and aligned with our mission.
Integrity is a fundamental requirement for this role, as it ensures ethical conduct, trustworthiness, and adherence to moral and professional standards. Candidates must demonstrate a strong commitment to maintaining honesty, transparency, and accountability in all aspects of their work. This principle is essential for fostering a positive and respectful work environment, as well as for building strong relationships with colleagues, clients, and stakeholders. Upholding integrity is not only a personal responsibility but also a key factor in driving the organization’s success and reputation.
Professionalism is essential in this role, requiring a commitment to maintaining high standards of conduct and ethical behavior in all interactions. This position demands the ability to uphold a polished and respectful demeanor, whether engaging with colleagues, clients, or stakeholders. Strong interpersonal skills and a solutions-oriented mindset are crucial to fostering productive and harmonious working relationships. Additionally, discretion and integrity are vital, as the role may involve handling sensitive information with care and maintaining confidentiality at all times.
We value and uphold a commitment to diversity in all its forms.
Core Responsibilities and Expertise: Demonstrates proficiency in key areas essential to the role, including strategic planning, problem-solving, and effective communication. Exhibits strong analytical skills to interpret data, assess situations, and drive informed decision-making. Maintains adaptability in dynamic environments while upholding high standards of professionalism and accountability.
Proficiency in understanding and addressing gender-related considerations with a high degree of awareness and sensitivity.
Demonstrates a strong commitment to responsibility and reliability in all tasks and decisions, ensuring adherence to established standards and ethical practices while maintaining transparency and ownership of outcomes.
Creative Problem-Solving is essential for generating innovative solutions to complex challenges. This involves analyzing issues from multiple perspectives, brainstorming alternative approaches, and implementing effective strategies to overcome obstacles. Strong analytical skills and the ability to think outside conventional boundaries are crucial for success in this role. Additionally, collaboration with cross-functional teams and adaptability to evolving situations are vital for achieving optimal outcomes.
Demonstrates exceptional proficiency in conveying ideas clearly and professionally, both verbally and in writing, ensuring alignment among team members and stakeholders. Actively listens to understand perspectives, adapts communication style to diverse audiences, and fosters an environment of transparency and collaboration.
We are committed to fostering a collaborative environment where diversity is valued, and every team member’s contributions are respected. Our team thrives on open communication, mutual support, and a shared commitment to inclusivity, ensuring all voices are heard and ideas are considered.
We foster meaningful relationships with key stakeholders to ensure alignment and support our organizational objectives. Active engagement involves regular communication, collaboration, and addressing concerns to build trust and facilitate project success. This role requires strong interpersonal skills, the ability to influence without authority, and a proactive approach to managing diverse stakeholder interests. Prior experience in stakeholder management, conflict resolution, and strategic communication is essential. The position demands adaptability to changing priorities and a commitment to maintaining transparency throughout interactions.
Setting the standard for excellence, this role demands a steadfast commitment to leading by example, demonstrating integrity, accountability, and proactive leadership in all actions and decisions.
Demonstrates proficiency in key operational and strategic skills essential for the role, including process optimization, problem-solving, and effective decision-making. Exhibits a strong ability to analyze data, evaluate performance metrics, and implement improvements to enhance efficiency and productivity. Maintains a customer-centric approach while ensuring compliance with organizational policies and industry standards. Collaborates effectively with cross-functional teams to drive alignment and achieve shared objectives. Shows adaptability in dynamic environments and a commitment to continuous learning and professional development.
Proficient in executing and managing administrative procedures and transactions with precision and efficiency.
Overseeing the organization, processing, and safeguarding of sensitive documents and communications is a key responsibility.
Demonstrates a strong understanding of applicable administrative policies, procedures, and regulatory frameworks.
Proficient in IT infrastructure and web-based management systems with a strong technical skill set and demonstrated experience in overseeing digital platforms and solutions.
Possesses strong diplomatic acumen coupled with exceptional verbal and written communication proficiency.
Seeking a seasoned professional with a proven track record in talent acquisition and recruitment strategies, ideally holding a bachelor’s degree in Human Resources, Business Administration, or a related field. The ideal candidate will possess at least five years of hands-on experience in full-cycle recruitment, including sourcing, screening, and onboarding top-tier talent. Strong interpersonal and communication skills are essential, along with proficiency in applicant tracking systems (ATS) and recruitment software. Demonstrated ability to build and maintain relationships with hiring managers, candidates, and external partners is required. Additionally, a deep understanding of employment laws, diversity initiatives, and employer branding is highly advantageous.
Requirements include a relevant academic degree or an equivalent combination of education and professional experience, along with any necessary certifications pertinent to the role. Applicants must possess the appropriate qualifications to meet the position’s demands and demonstrate compliance with industry standards through formal credentials when applicable.
A secondary education credential is mandatory for this position.
A bachelor’s degree in Business Administration or a closely related field is highly advantageous.
With a proven track record in [specific industry/field, if mentioned], you possess a minimum of [X years] of relevant experience, demonstrating expertise in [relevant skills or areas]. Your background includes successful execution of [key responsibilities or projects], showcasing your ability to [specific achievement or skill]. Strong proficiency in [tools, software, or methodologies] is required, along with a deep understanding of [industry standards, regulations, or best practices]. Additionally, experience in [specific task or responsibility] is highly advantageous, enabling you to contribute effectively to [team, department, or company goals].
A minimum of five years of progressively responsible experience in administration, procurement, human resources, or logistics support services is required.
Proficiency with computer systems and office software suites, including Online ERP platforms and Microsoft Office applications, is essential.
Required is demonstrated expertise in protocol matters or collaboration with governmental partners.
Proficient in multiple languages, including but not limited to English, with fluency in reading, writing, and speaking required. Additional language skills are highly advantageous for collaborative and client-facing roles.
Fluency in English is an essential requirement for this position.
Proficiency in an additional official United Nations language is considered advantageous.
Proficiency in both Kenya’s official working languages is considered an asset.
Qualifications
BA/BSc/HND
Experience Required
5 years
