Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Manage data entry and maintain accurate records while coordinating with the Host Country, with a strong emphasis on the secure handling of sensitive documentation such as passport copies and visa applications.
Craft responsive communications for all personnel concerning protocol procedures and United Nations system events that involve Protocol at the national level.
Support the Regional Office in organizing and executing tailored arrangements for VIP participants in various events, as required.
Prepare routine correspondence concerning diverse protocol-related issues and transcribe verbal notes upon request.
Ensure adherence to UN Women’s established rules, regulations, policies, and strategies, as well as compliance with the Host Country’s Protocol requirements.
Coordinate all notifications to the host country government regarding the arrival and departure of staff members and their dependents, as well as the issuance of diplomatic identity cards and personal identification numbers.
Promptly process the renewal of diplomatic identity cards once they expire, in accordance with established requirements, and maintain consistent follow-up with the pertinent host government departments.
Promptly process re-entry passes for staff members and their dependents, facilitate entry permits for locally recruited non-Kenyan staff, handle visa extensions for interns and consultants, and coordinate the issuance of Kenya entry visas for meeting participants while following up with the appropriate host government department(s).
Ensure the prompt processing of Kenyan driving license issuance and renewal, as well as vehicle registration for both official and private vehicles, including their transfer or disposal. Additionally, manage the issuance and retrieval of vehicle number plates, while maintaining consistent follow-up with the appropriate host country department(s).
Ensure the database tracking UN Women personnel’s protocol-related status remains current, facilitating precise monitoring and timely action to uphold their ongoing legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring seamless operational efficiency through meticulous organization, coordination, and execution of essential tasks.
Facilitate daily facilities management activities and collaborate with NON Facility Management or external vendors to ensure timely maintenance, repairs, and operational assistance.
Oversee the organization and management of workspace allocation and logistics, optimizing the utilization of office space, furniture, and supplies to enhance operational efficiency.
Facilitate access to compounds and ensure campus compliance by issuing Ground Passes, coordinating with UNDOS, and liaising with the NON Security and Control Centre to obtain security clearances and conduct briefings.
The Finance team will be assisted in managing Value-Added Tax (VAT) exemptions, including annual blanket exemptions for official and staff accounts, as well as individual staff VAT claims, as required.
Coordinate and manage the timely and compliant delivery of goods and services in strict adherence to the terms outlined in procurement contracts.
Collaborate with UNDOS to conduct residential security assessments for eligible personnel in adherence to the Kenya Residential Security Measures (RSM).
Offer administrative assistance for conferences and workshops hosted by the Regional Office.
Assist the designated Asset Focal Point throughout the yearly physical asset verification initiative.
The incumbent may undertake additional responsibilities aligned with their functional role as required for the effective operation of the Office and the Organization.
Demonstrates proficiency in strategic planning, problem-solving, and analytical thinking, with a strong ability to synthesize complex information into actionable insights. Exhibits exceptional communication skills, both written and verbal, facilitating clear and effective collaboration across teams and stakeholders. Shows adaptability in dynamic environments, managing multiple priorities while maintaining attention to detail and delivering high-quality results. Possesses a results-driven mindset, consistently meeting deadlines and driving initiatives toward measurable outcomes. Exhibits leadership qualities, inspiring teams through mentorship, delegation, and fostering a culture of accountability and continuous improvement.
Dedicated to fostering an environment built on integrity, collaboration, and innovation, the organization upholds a steadfast commitment to its core values. These guiding principles shape every decision and interaction, ensuring transparency, accountability, and a relentless pursuit of excellence. Employees are expected to embody these values in their daily work, contributing to a culture of mutual respect and shared purpose while aligning their efforts with the company’s mission.
Maintaining high ethical standards and demonstrating unwavering honesty are essential qualities for this position. You will be expected to uphold transparency in all actions while fostering trust through consistent, principled behavior. The role demands adherence to strict moral and professional guidelines, ensuring that integrity guides every decision and interaction. Additionally, you must prioritize ethical considerations in all aspects of work, serving as a role model for colleagues and stakeholders alike.
Maintains a high standard of professionalism in all interactions and communications. Demonstrates ethical behavior, integrity, and accountability in decision-making and actions. Upholds company values and policies while fostering a positive and respectful work environment. Consistently meets deadlines and delivers quality work with attention to detail.
Respect for diversity encompasses the recognition and appreciation of individual differences, including but not limited to race, ethnicity, gender, sexual orientation, religion, age, disability, and socioeconomic status. It involves fostering an inclusive environment where all individuals feel valued, heard, and empowered to contribute their unique perspectives. This commitment ensures equitable treatment, promotes collaboration, and enhances organizational effectiveness by leveraging diverse talents and experiences.
Core Capabilities: Demonstrating expertise in key areas while maintaining a commitment to excellence and continuous improvement. The ideal candidate will possess strong analytical skills, exceptional problem-solving abilities, and the capacity to work effectively in collaborative team environments. Proficiency in relevant technical tools, software, or methodologies is essential, along with a deep understanding of industry best practices and standards. Additionally, the role demands adaptability to evolving priorities, a results-driven mindset, and adherence to high ethical and professional standards in all responsibilities.
Demonstrates a keen understanding of and sensitivity to gender-related considerations.
Accountability is essential, requiring individuals to take ownership of their actions and outcomes. This role demands consistent follow-through, adherence to deadlines, and a commitment to delivering results. Responsibility for tasks, whether completed independently or collaboratively, must be upheld with integrity and transparency. Errors or setbacks should be addressed proactively, with corrective measures implemented to prevent recurrence. Maintaining high standards of reliability ensures trust and fosters a culture of dependability within the team.
Creative problem-solving encompasses the ability to develop innovative solutions to complex challenges through original thinking and strategic analysis. This skill involves identifying underlying issues, generating diverse ideas, and implementing practical yet inventive approaches to overcome obstacles. Professionals adept in this area often assess situations from multiple perspectives, leverage resourcefulness, and adapt methodologies to suit evolving circumstances, ensuring effective and forward-thinking resolutions.
Effective communication is essential, requiring clear articulation of ideas both verbally and in writing. Candidates must convey information concisely, actively listen, and adapt messaging to diverse audiences. Proficiency in professional correspondence, including emails and reports, is expected. Strong interpersonal skills facilitate collaboration and relationship-building with colleagues and stakeholders.
We foster an inclusive work environment where collaboration thrives, valuing diverse perspectives and contributions from all team members to achieve shared goals.
We are seeking a skilled professional to manage and nurture relationships with key stakeholders, ensuring alignment with organizational objectives and fostering collaborative partnerships. The role involves identifying and engaging with stakeholders across various levels, maintaining open communication channels, and addressing their concerns or requirements effectively. Additionally, the position requires a deep understanding of stakeholder needs, the ability to develop tailored engagement strategies, and a commitment to building long-term trust and mutual value. Strong interpersonal skills, strategic thinking, and a proactive approach to relationship management are essential for success in this position.
Leading by Example.
Functional competencies encompass a range of essential skills and knowledge areas required for successful performance in the role. These include expertise in specific operational domains, analytical capabilities to assess complex situations, and the ability to apply best practices to enhance efficiency and effectiveness. Additionally, strong problem-solving skills are vital to identify and resolve issues proactively, while adaptability ensures responsiveness to evolving business needs. Proficiency in data analysis and process optimization further supports strategic decision-making and continuous improvement initiatives within the organization.
Proficient in managing and executing administrative procedures and transactions with precision and efficiency.
Managing and processing confidential documents and communications with the utmost discretion and professionalism.
Proficient understanding of administrative policies and compliance guidelines is required.
Effective IT and web-based management capabilities, demonstrated through a proven track record of overseeing digital systems and online platforms.
Exceptional diplomatic acumen combined with outstanding communication abilities is essential.
Bachelor’s degree in Human Resources, Business Administration, or a related field is required, along with a minimum of three years of experience in recruitment, preferably within the technology sector. Strong interpersonal and communication skills are essential to engage effectively with candidates and hiring managers. Proficiency in applicant tracking systems and Microsoft Office Suite is necessary. The ability to multitask and prioritize in a fast-paced environment is crucial. A deep understanding of recruitment strategies and best practices is mandatory. Additionally, experience with full-cycle recruiting, including sourcing, screening, interviewing, and onboarding, is preferred. Exceptional organizational and time management skills are a must to meet hiring targets.
Education and Certification: A bachelor’s degree in a relevant field, such as business administration, finance, or accounting, is required, along with professional certifications like CPA, CFA, or PMP.
A secondary education credential is a prerequisite for this position.
A bachelor’s degree in Business Administration or a closely related discipline is considered advantageous.
With experience in [relevant field/industry], the ideal candidate will possess expertise in [specific skills, e.g., project management, data analysis, or software development]. A minimum of [X years] of hands-on experience in [specific responsibilities, e.g., leading teams, implementing strategies, or designing solutions] is required. Prior involvement in [specific tasks, e.g., budget oversight, client relations, or system integrations] is highly desirable. Strong proficiency in [tools, methodologies, or frameworks, e.g., Agile, Python, or CRM systems] is essential.
A minimum of five years of progressively responsible experience in administrative, 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 proven expertise in protocol practices or collaboration with governmental partners.
Proficient in multiple programming languages including Java, Python, and JavaScript, with a strong foundation in software development principles.
Proficiency in English is a prerequisite 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 considered an advantage.
Qualifications
BA/BSc/HND
Experience Required
5 years
