Key Functions and Accountabilities
Deliver comprehensive protocol services to the Regional, Global, and Kenya Country Offices, ensuring seamless coordination and adherence to established standards.
Oversee data entry, maintain accurate records, and facilitate communication with the Host Country while ensuring the secure management of sensitive documents, such as passport copies and visa applications.
Deliver prompt and clear communication to all staff concerning protocol procedures and United Nations system events related to protocol at the national level.
Liaise with the Regional Office to facilitate customized arrangements for Very, Very Important Persons attending events, as required.
Prepare routine correspondence for protocol-related matters and transcribe verbatim notes when required.
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 guidelines.
Coordinate diplomatic notifications with the host country government regarding the arrival and departure of staff members and their dependents, the distribution of diplomatic identity cards, and the assignment of personal identification numbers.
Promptly renew diplomatic identity cards upon expiration, coordinating with the pertinent host government department(s) to ensure seamless processing within the required timeframe.
Responsibilities include facilitating the prompt processing of re-entry passes for employees and their dependents, securing entry permits for non-Kenyan staff hired locally, managing visa extensions for interns and consultants, as well as issuing Kenya entry visas for meeting attendees—all while coordinating follow-ups with the appropriate host government department(s).
Ensure the prompt issuance and renewal of Kenyan driving licenses, as well as the registration, transfer, and disposal of both official and private vehicles, along with the issuance, retrieval, and follow-up of their number plates, in coordination with the relevant host country department(s).
Maintain a protocol-specific database to track the status of UN Women personnel, ensuring accurate records and prompt action to uphold their legitimacy and validity within the country.
Offer comprehensive administrative assistance to the Regional Office, ensuring efficient day-to-day operations through meticulous organization, coordination, and execution of tasks.
Provide ongoing support for day-to-day facilities operations while collaborating with NON Facility Management and/or external partners to arrange maintenance, repairs, and operational assistance as needed.
Oversee the arrangement and administration of workspace allocation and logistics to optimize the utilization of office space, furniture, and supplies.
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 necessary security clearances and briefings.
Provide assistance to the Finance team in handling VAT exemptions, including the administration of annual VAT blanket exemptions for official and staff accounts, as well as processing individual staff VAT claims as required.
Coordinate and manage the timely provision of goods and services to ensure strict adherence to procurement contract requirements and specifications.
Coordinate residential security assessments, as mandated by the Kenya Residential Security Measures (RSM), in collaboration with UNDOS for eligible personnel.
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 initiative.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
The ideal candidate will demonstrate a strong capability in critical analysis, problem-solving, and adaptability in dynamic environments. They must possess excellent communication skills, both written and verbal, to effectively collaborate across teams and stakeholders. Proficiency in relevant technical tools and software is essential, along with a commitment to continuous learning and professional development. Experience in [specific industry or field, if applicable] is highly valued, as is the ability to manage multiple priorities while maintaining high standards of accuracy and efficiency. A results-driven mindset, coupled with strong interpersonal skills, will ensure success in this role.
Core Values:
Integrity is a fundamental requirement for this role, encompassing unwavering ethical standards, honesty, and transparency in all professional interactions and decision-making processes. Candidates must demonstrate a steadfast commitment to maintaining confidentiality where necessary, adhering rigorously to company policies and industry regulations, and fostering a culture of trust within the team and with stakeholders. The ideal applicant will consistently uphold moral principles, even under pressure or when faced with conflicting interests, ensuring alignment with organizational values and legal obligations at all times.
Professionalism is a fundamental expectation for this role, encompassing a commitment to ethical standards, integrity, and a polished demeanor in all interactions. Candidates must demonstrate reliability, accountability, and a respectful approach in both written and verbal communication. Upholding confidentiality, adhering to company policies, and maintaining a positive, solution-oriented mindset are equally critical. Additionally, the ability to adapt gracefully to changing circumstances, manage time effectively, and collaborate seamlessly with colleagues and stakeholders is essential to success in this position.
We value and embrace diversity in all its forms. Our organization is committed to fostering an inclusive environment where individuals of varied backgrounds, perspectives, and experiences are respected and celebrated. This principle guides our interactions, policies, and practices ensuring fairness, equity, and opportunity for all.
Core Proficiencies:
Demonstrated expertise in the designated role, encompassing a blend of technical aptitude, analytical acumen, and industry-specific knowledge. Strong interpersonal and communication skills, enabling effective collaboration with cross-functional teams and stakeholders. Proven ability to identify opportunities for process optimization and implement innovative solutions to enhance operational efficiency. Adept at problem-solving, with a focus on delivering measurable results through strategic planning and execution. Commitment to continuous professional development to stay abreast of emerging trends and best practices within the field.
Demonstrates a keen understanding of and commitment to addressing gender-related considerations with empathy and discernment.
Demonstrates a strong sense of responsibility and ownership over assigned tasks and outcomes, ensuring commitments are met with precision and reliability. Takes initiative to address challenges proactively, adheres to deadlines consistently, and maintains transparent communication regarding progress or potential obstacles.
Creative problem-solving involves devising innovative solutions to complex challenges through inventive thinking and adaptability. Candidates must demonstrate the ability to analyze situations from multiple perspectives, identify underlying issues, and develop practical yet imaginative responses. This role requires a blend of analytical rigor and originality, enabling the generation of unique strategies that address multifaceted problems efficiently. Strong collaboration skills are essential to engage diverse stakeholders and incorporate varied insights into the solution-finding process.
Effective communication is essential for this role, requiring the ability to convey information clearly and concisely to diverse audiences, including colleagues, clients, and stakeholders. Strong interpersonal skills are necessary to foster collaboration, resolve conflicts, and ensure alignment across teams. The ideal candidate must demonstrate proficiency in both written and verbal communication, adapting their approach to suit different contexts and audiences. Active listening and the capacity to articulate complex ideas in accessible terms are also critical components of this requirement.
Foster teamwork that embraces diversity, ensuring every voice is heard and valued, by actively engaging with colleagues from varied backgrounds and perspectives to achieve common goals.
Facilitating robust relationships with stakeholders is a crucial aspect of this role, requiring proactive communication, alignment of interests, and collaborative problem-solving to ensure mutual success and sustained engagement.
Setting the standard through exemplary leadership, the incumbent will inspire and guide teams by demonstrating unwavering commitment, integrity, and accountability in all actions.
Functional Competencies:
Demonstrates expertise in relevant technical skills and methodologies essential to the role. Applies knowledge effectively to execute job responsibilities with precision and efficiency. Exhibits strong analytical abilities to identify and resolve complex issues. Maintains up-to-date understanding of industry trends and best practices to enhance performance. Collaborates cross-functionally to integrate diverse perspectives and drive cohesive solutions. Prioritizes tasks to meet deadlines while ensuring high-quality outcomes. Adapts quickly to evolving priorities and changing business needs.
Demonstrated proficiency in managing administrative procedures and transactions with precision and efficiency.
Responsibilities include overseeing and maintaining the security and organization of sensitive documents and communications.
Possesses a comprehensive understanding of administrative policies and procedures;
Proficient in managing IT infrastructure and web-based systems, with a strong command of relevant technical tools and platforms. Demonstrated expertise in overseeing digital resources, ensuring optimal performance, and implementing effective solutions to meet organizational needs. Ability to troubleshoot issues, maintain security protocols, and streamline processes for enhanced efficiency and reliability.
Proven ability to navigate complex interpersonal situations with tact and professionalism, coupled with exceptional verbal and written communication expertise to convey ideas clearly and persuasively.
Seeking candidates with relevant academic credentials or equivalent work experience in human resources, business administration, or a related discipline. Proficiency in recruitment software and applicant tracking systems is essential, along with a strong grasp of employment laws and hiring best practices. Exceptional interpersonal and communication skills are required to engage with candidates and hiring managers effectively. The ability to manage multiple priorities and meet deadlines in a fast-paced environment is critical. Familiarity with diversity, equity, and inclusion principles is highly valued.
Education and Certification: Candidates must possess a bachelor’s degree in a relevant field or an equivalent combination of education and experience. Professional certifications in project management, such as PMP or PRINCE2, are highly desirable. Additionally, familiarity with industry-specific standards or frameworks, including ITIL or Agile methodologies, may be required depending on the role.
Secondary education must be completed as a prerequisite for this role.
Bachelor’s degree in Business Administration or related fields is an asset.
Requires a minimum of five years of relevant professional experience, with a proven track record in [specific field or industry, if applicable]. Candidates must demonstrate expertise in [specific skills or areas of knowledge], along with the ability to [specific competency or responsibility]. Prior experience managing [specific tasks, projects, or teams] is essential, as is familiarity with [relevant tools, software, or methodologies]. Strong problem-solving abilities and adaptability to evolving challenges are critical for success in this role.
A minimum of five years of relevant experience, with roles progressively advancing in administration, procurement, human resources, or logistics support services, is required.
Proficiency in utilizing computers and office software solutions, including Online ERP systems and Microsoft Office applications, is essential.
Extensive background in protocol operations or collaboration with governmental entities is essential.
Languages: Fluency in English is essential, and proficiency in additional languages, particularly Spanish, is highly advantageous.
Proficiency in English is a mandatory requirement for this position.
Proficiency in an additional official language of the United Nations is considered an asset.
Proficiency in both Kenya’s official working languages is considered advantageous.
Qualifications
BA/BSc/HND
Experience Required
5 years
