Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry and record-keeping tasks while maintaining clear communication with the Host Country, with a focus on securely managing sensitive documents such as passport copies and visa applications.
Deliver prompt and clear communications to all personnel concerning protocol procedures and United Nations system events that pertain to protocol at the country level.
Provide support to the Regional Office in organizing bespoke arrangements for Very, Very Important Persons attending events, whenever necessary.
Compose standard correspondence pertaining to protocol-related issues and, upon request, transcribe verbatim meeting notes.
Deliver protocol assistance that fully aligns with UN Women’s established rules, regulations, policies, and strategic frameworks, as well as the specific protocol guidelines of the Host Country.
Coordinate diplomatic notifications to the host country government regarding the arrival and departure of staff members and their dependents, ensuring the issuance of diplomatic identity cards and personal identification numbers is managed seamlessly.
Ensure diplomatic identity cards are renewed promptly upon expiration, coordinating follow-up actions with the relevant host government departments as needed.
Responsible for expediting the processing of re-entry passes for employees and their dependents, as well as entry permits for non-Kenyan locally recruited staff members, visa extensions for interns and consultants, and Kenya entry visas for meeting participants, while coordinating with the appropriate host government department(s) to ensure timely follow-up.
Ensure the prompt processing of Kenyan driving license issuances and renewals, as well as the registration of both official and private vehicles. Manage the transfer or disposal of these vehicles, along with the issuance and retrieval of their number plates. Coordinate these tasks with the appropriate host country department(s) to maintain compliance and efficiency.
Maintain a comprehensive database documenting the protocol-related status of UN Women personnel, ensuring precise tracking and timely action to uphold their continual legitimacy and validity within the country.
Offer comprehensive administrative assistance to the Regional Office to ensure efficient daily operations and seamless workflow.
Provide ongoing operational assistance for facilities-related activities and liaise with NON Facility Management and/or external contractors to arrange maintenance, repairs, and other required support services.
Oversee the organization and management of workspace allocation and logistical operations to maximize the efficiency of office space, furniture, and supplies.
Facilitate access to the compound and ensure adherence to campus protocols by managing the issuance of Ground Passes and collaborating with UNDOS as well as the NON Security and Control Centre to secure clearances and conduct necessary briefings.
The Finance team is assisted in managing VAT exemptions, including annual blanket exemptions for official and staff member accounts, as well as individual staff VAT claims, as necessary.
Coordinate and manage the timely and accurate delivery of goods and services in strict adherence to the terms outlined in procurement contracts.
Coordinate residential security assessments, in accordance with the Kenya Residential Security Measures (RSM), by collaborating with UNDOS to ensure the eligibility of designated staff members.
Deliver administrative assistance for conferences and workshops managed by the Regional Office.
Provide assistance to the Asset Focal Point throughout the annual physical asset verification process.
The role involves undertaking additional responsibilities within the assigned functional area as required to ensure the effective operation of the Office and the Organization.
Demonstrated proficiency in strategic planning, problem-solving, and analytical reasoning is essential. Strong interpersonal and communication skills are required to foster collaborative relationships with stakeholders at all levels. The ability to manage multiple priorities and adapt to dynamic environments is crucial. Prior experience in a similar role or industry, along with a track record of delivering measurable results, is highly desirable. Proficiency in relevant software tools and technologies is necessary to support operational efficiency. Exceptional organizational skills and attention to detail are expected to ensure accuracy and compliance in all tasks.
We prioritize integrity, innovation, and collaboration as our core values.
Demonstrates unwavering ethical standards and honesty in all professional interactions and decision-making processes. Upholds moral principles and ensures transparency in actions, fostering trust and reliability within the team and with stakeholders. Maintains a strong commitment to integrity, aligning personal and organizational values to drive responsible and accountable behavior.
Professionalism is essential, requiring a strong commitment to ethical standards, integrity, and accountability in all professional interactions and decision-making processes. This includes demonstrating respect, courtesy, and a positive attitude toward colleagues, clients, and stakeholders while maintaining a polished and composed demeanor in challenging situations. Additionally, it encompasses adhering to company policies, industry regulations, and confidentiality protocols to ensure compliance and build trust. Strong communication skills, both written and verbal, are crucial for conveying ideas clearly, actively listening, and fostering collaborative relationships. Ultimately, professionalism reflects an individual’s ability to uphold organizational values while contributing to a productive and inclusive work environment.
We value and uphold the principles of diversity, ensuring an inclusive environment where all individuals are treated with dignity and respect. Commitment to fostering a workplace that embraces differences in background, perspective, and experience is essential. This dedication extends to all interactions, policies, and practices within our organization.
Core proficiencies encompassed within this role include advanced analytical capabilities, strategic planning expertise, and robust problem-solving skills. Candidates are expected to demonstrate exceptional communication proficiency, both written and verbal, along with a high degree of adaptability in dynamic environments. Proficiency in industry-specific tools and technologies, along with a commitment to continuous professional development, is essential. Additionally, the ability to collaborate effectively within cross-functional teams and lead initiatives with a results-driven approach is required. Strong organizational skills and meticulous attention to detail are also critical for success in this position.
Demonstrates a keen understanding of and responsiveness to gender-related matters, ensuring interactions and decisions reflect inclusivity and respect for diverse perspectives.
Demonstrates a strong sense of ownership and responsibility for one’s actions, decisions, and outcomes. Consistently ensures tasks are completed with precision and reliability, while adhering to deadlines and maintaining high standards of performance. Proactively addresses challenges and takes corrective measures when necessary to uphold accountability across all responsibilities.
Creative problem-solving involves identifying innovative solutions to complex challenges by leveraging analytical thinking and out-of-the-box approaches. Professionals in this field must possess strong critical thinking skills, adaptability, and the ability to assess situations from multiple perspectives. They are tasked with developing strategic initiatives, refining processes, and driving continuous improvement through inventive methods. Effective communication and collaboration are essential to convey ideas clearly and foster teamwork in dynamic environments. Additionally, staying updated with industry trends and emerging technologies enhances the capacity to deliver impactful results.
Effective communication is essential, requiring the ability to convey information clearly and accurately, both verbally and in writing. This includes active listening, articulating ideas, and adapting messages to suit diverse audiences. Strong interpersonal skills are necessary to foster collaboration, resolve conflicts, and build rapport with colleagues, clients, and stakeholders. Additionally, proficiency in written communication ensures precision in reports, emails, and other professional documents.
Inclusive collaboration involves actively engaging with diverse teams, valuing varied perspectives, and fostering an environment where all voices are heard and respected. This approach requires open communication, empathy, and a commitment to equity, ensuring that every team member feels empowered to contribute meaningfully. By embracing inclusivity, teams can leverage unique strengths, drive innovation, and achieve collective success through shared goals and mutual support.
We foster robust relationships with key stakeholders to ensure alignment and support for organizational initiatives. This role involves actively engaging with diverse groups, including investors, partners, and community leaders, to gather insights, address concerns, and promote collaboration. Strong communication and negotiation skills are essential, as is the ability to manage expectations and build consensus across varying interests. The position requires a proactive approach to identifying stakeholder needs and developing tailored strategies to meet them effectively.
Exemplifying outstanding leadership, you will inspire and guide your team with unwavering integrity and vision.
Functional Competencies encompass a range of specialized skills and capabilities essential to excelling in the role. Candidates must demonstrate proficiency in [specific functional area, e.g., project management, data analysis, or regulatory compliance], supported by relevant certifications or hands-on experience. The ideal applicant will exhibit a strong aptitude for [key functional skill, e.g., process optimization, financial modeling, or technical troubleshooting], ensuring alignment with organizational objectives. Responsibilities include applying these competencies to [specific tasks, e.g., streamline workflows, interpret complex datasets, or ensure adherence to industry standards], thereby contributing to operational efficiency and strategic outcomes.
Proficient in managing and executing administrative procedures and transactions with precision and efficiency.
Responsible for the secure handling and management of sensitive documents and communications, ensuring strict confidentiality and adherence to established protocols.
Demonstrates a comprehensive understanding of administrative policies and regulatory frameworks.
Proficient in managing IT systems and web-based platforms with a high degree of technical expertise and operational efficiency.
Proven ability to demonstrate strong diplomacy alongside exceptional communication skills, both verbal and written, is essential.
A bachelor’s degree in a relevant field, such as human resources, business administration, or psychology, is required. Candidates must possess at least three years of experience in recruitment, staffing, or a related function. Proficiency in applicant tracking systems (ATS) and hiring software is essential. Strong interpersonal and communication skills are critical for engaging with candidates and stakeholders. Familiarity with labor laws, diversity initiatives, and industry trends is preferred. The ability to manage multiple priorities in a fast-paced environment is necessary. Excellent organizational and problem-solving abilities are expected.
Education and Certification: A bachelor’s degree in computer science, information technology, or a related field is required. Preferred certifications include Compton Security+, CISSP, or equivalent experience in cybersecurity.
A secondary education credential is mandatory for consideration.
A bachelor’s degree in Business Administration or a closely related discipline is strongly preferred.
With a proven track record in [specific industry or field], we seek candidates who bring [X] years of hands-on experience in [relevant skills or areas]. Successful applicants will have demonstrated expertise in [specific tasks or responsibilities], along with a strong background in [related tools, methodologies, or knowledge areas]. Familiarity with [industry standards, regulations, or frameworks] is essential, and experience in [specific projects or environments] is highly preferred. The ideal candidate will possess a deep understanding of [key concepts or principles] and the ability to apply this knowledge to drive [specific outcomes or improvements].
Requires a minimum of five years of steadily advancing experience in administrative roles, procurement activities, human resources management, or logistics support services.
Proficiency in utilizing computer systems and office software suites, including Online ERP and Microsoft Office applications, is necessary.
Proven expertise in protocol operations or collaboration with government partners is essential.
Languages: Fluency in English and Spanish is essential, with additional proficiency in French or German considered a valuable asset. Strong written and verbal communication skills in these languages are necessary to interact effectively with diverse teams and clients globally.
Proficiency in English is a mandatory requirement for this position.
Proficiency in an additional official language of the United Nations is considered advantageous.
Proficiency in both Kenya’s official working languages is preferred.
Qualifications
BA/BSc/HND
Experience Required
5 years
