Overseeing core functions and delivering on key accountabilities are central to this role, ensuring strategic objectives are met with precision and efficiency. This position demands a thorough understanding of operational workflows, with a focus on driving performance and maintaining high standards of accountability. Accountabilities include managing critical processes, optimizing resource allocation, and ensuring seamless collaboration across teams to achieve organizational goals. Additionally, the role requires a proactive approach to problem-solving, adherence to compliance standards, and the ability to measure and report on key performance indicators to stakeholders.
Deliver comprehensive protocol services to the Regional, Global, and Kenya Country Offices, ensuring adherence to established diplomatic and organizational standards.
Oversee data entry, documentation management, and liaison with the Host Country while maintaining strict confidentiality for sensitive materials, such as passport copies and visa applications.
Deliver prompt and clear communication to all personnel concerning protocol procedures and United Nations system events at the country level involving Protocol.
Provide support to the Regional Office in organizing tailored arrangements for Very, Very Important Persons attending events, as required.
Prepare routine correspondence for various protocol-related subjects and transcribe verbatim notes upon request.
Deliver protocol assistance in strict adherence to UN Women’s established rules, regulations, policies, and strategic directives, as well as the protocol requirements of the Host Country.
Coordinate diplomatic notifications with the host country government regarding the arrival and departure of staff members and their dependents, the issuance of diplomatic identity cards, and the allocation of personal identification numbers.
Promptly manage the renewal of diplomatic identity cards upon their expiration, liaising with the applicable host government department(s) to ensure timely processing.
Responsible for promptly processing re-entry passes for employees and their dependents, entry permits for non-Kenyan locally hired staff, visa extensions for interns and consultants, as well as Kenya entry visas for meeting attendees, while coordinating with the appropriate government authorities for follow-up.
Facilitate the prompt processing of Kenyan driving license issuance and renewal procedures, as well as the registration, transfer, or disposal of official and private vehicles, including the issuance and retrieval of their number plates, while maintaining follow-up communication with the relevant host country department(s).
Responsible for upholding an updated database that monitors the protocol-related status of UN Women personnel, ensuring seamless tracking and prompt measures are implemented to maintain their continuous legitimacy and validity within the country.
Offer comprehensive administrative assistance to the Regional Office to ensure seamless operations and efficient workflow management.
Provide daily operational support for facilities-related activities and collaborate with NON Facility Management and/or external vendors to ensure timely maintenance, repairs, and service delivery.
Manage workspace allocation and logistics to optimize the efficient utilization of office space, furniture, and 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 VAT exemptions, including processing annual blanket exemptions for official and staff accounts, as well as individual staff VAT claims, as needed.
Oversee and manage the timely and compliant delivery of goods and services, ensuring strict adherence to procurement contract specifications.
Coordinate with the United Nations Department of Safety and Security (UNDOS) to conduct residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM).
Deliver comprehensive administrative assistance for conferences and workshops coordinated by the Regional Office, ensuring seamless logistical execution and operational efficiency.
Assist the designated Asset Focal Point throughout the annual physical asset verification process to ensure accurate and efficient completion of the exercise.
The incumbent fulfills additional responsibilities within their designated functional scope, as required to ensure the effective operation of the Office and the Organization.
Competencies encompass a broad range of skills, knowledge, and personal attributes essential for success in the role. The ideal candidate will demonstrate strong analytical capabilities, enabling them to dissect complex problems and derive actionable insights. Proficiency in [specific software/tool, if applicable] is required to navigate technical demands efficiently. Exceptional communication skills, both written and verbal, are vital for collaborating across departments and presenting ideas clearly to stakeholders. Leadership experience is preferred, as the role involves guiding teams and fostering a productive work environment. Adaptability to evolving priorities and a commitment to continuous learning are also critical for staying aligned with organizational goals.
Core Values:
Integrity is a fundamental requirement for this position, ensuring adherence to ethical standards and honest decision-making in all aspects of the role. Candidates must demonstrate unwavering commitment to transparency, accountability, and professional conduct, aligning actions with organizational values. This principle underscores every responsibility, from maintaining confidentiality to fostering trust with stakeholders, and is essential for upholding the company’s reputation and operational integrity.
Professionalism is essential for this role, requiring a commitment to maintaining high standards of conduct, ethics, and workplace etiquette. Candidates must demonstrate reliability, integrity, and a strong work ethic, ensuring consistent performance and respectful interactions with colleagues and stakeholders. The ability to uphold these principles fosters a positive and productive work environment while aligning with the organization’s values and expectations.
We value and embrace diversity in all its forms. Our organization fosters an inclusive environment where individual differences are respected and celebrated. We are committed to providing equal opportunities and ensuring that every employee feels valued and supported, regardless of background, identity, or perspective.
Core Capabilities encompass proficiency in strategic thinking, effective communication, and robust problem-solving abilities. Essential qualifications include a bachelor’s degree in a relevant field, along with a minimum of five years of hands-on experience in a similar role. Strong leadership skills and the capacity to manage cross-functional teams are required, along with a proven track record of delivering measurable results. Additional requirements involve exceptional organizational skills, adaptability to dynamic environments, and a commitment to continuous professional development.
Demonstrates a keen understanding of and responsiveness to gender-related matters, ensuring interactions and communications are conducted with inclusivity and respect.
Ensures consistent adherence to deadlines, quality standards, and ethical guidelines while taking ownership of outcomes and decisions. Maintains transparency in progress reporting and addresses discrepancies proactively to uphold organizational integrity. Demonstrates reliability in fulfilling commitments and fosters a culture of responsibility within the team.
Creative Problem-Solving involves employing innovative approaches to address challenges and develop effective solutions. Professionals in this area must demonstrate the ability to think outside conventional boundaries, analyze complex situations, and implement practical strategies to overcome obstacles. Strong analytical skills, adaptability, and a proactive mindset are essential for identifying opportunities and resolving issues efficiently. Collaboration and communication are also critical, as solutions often require input from diverse stakeholders and must be clearly articulated to ensure alignment and execution.
Effective communication is essential, requiring the ability to convey ideas clearly and concisely to diverse audiences. Strong interpersonal skills are necessary to foster collaboration and resolve conflicts, while active listening ensures accurate understanding of stakeholder needs. Proficiency in written and verbal communication, including professional correspondence and presentations, is mandatory. Additionally, adaptability in adjusting communication styles to suit different contexts and individuals is crucial.
Inclusive collaboration is essential, requiring engagement with diverse teams to foster innovation and ensure equitable outcomes. This involves actively listening to varied perspectives, valuing contributions from all backgrounds, and adapting communication styles to accommodate different needs and preferences. Commitment to inclusivity strengthens team dynamics, enhances problem-solving, and drives collective success through mutual respect and shared accountability.
Fostering strong relationships with key stakeholders is central to this role, requiring proactive communication and collaboration to ensure alignment with organizational objectives. The position involves identifying stakeholder needs, addressing concerns, and facilitating constructive dialogue to drive mutual understanding and support. Candidates must possess excellent interpersonal skills, the ability to influence decision-making, and a strategic mindset to navigate complex relationships effectively.
Demonstrates exceptional leadership through personal actions and professional conduct, setting a high standard for others to follow.
Functional Competencies encompass a range of essential skills and capabilities necessary for successful performance in a given role. These competencies typically include a blend of technical expertise, problem-solving abilities, and operational knowledge relevant to the position. Candidates are expected to demonstrate proficiency in key functional areas, such as analytical thinking, process improvement, and systems management, among others. Additionally, the ability to apply these competencies effectively within the organizational context is crucial for achieving strategic objectives and driving business outcomes.
Proven capability to manage and execute administrative procedures and transactions with precision and efficiency is required.
Managing and safeguarding confidential documents and correspondence with the highest level of discretion and professionalism is essential. This role requires meticulous attention to detail in organizing, processing, and ensuring the secure handling of sensitive materials.
Possesses a comprehensive understanding of administrative policies and regulatory frameworks.
Proficient in IT systems and adept at web-based management solutions, with a focus on leveraging technology to optimize operational efficiency and digital infrastructure.
Proven ability to communicate effectively and diplomatically, fostering constructive relationships and navigating sensitive situations with tact and professionalism.
We seek candidates with a minimum of three years of experience in full-cycle recruitment, encompassing sourcing, screening, interviewing, and onboarding. Proficiency in applicant tracking systems (ATS) and HR databases is essential, along with strong interpersonal and communication skills to engage with hiring managers and candidates effectively. A bachelor’s degree in human resources, business administration, or a related field is required, and professional certifications such as SHRIMP or PHR are highly desirable. The ideal candidate will demonstrate a track record of successfully filling diverse roles while maintaining compliance with employment laws and company policies.
Bachelor’s degree in a relevant field or an equivalent combination of education and professional experience is required. Preferred candidates will hold certifications such as PMP, ITIL, or Six Sigma, demonstrating specialized expertise.
A secondary education credential is mandatory for this position.
A bachelor’s degree in Business Administration or a closely related discipline is highly desirable.
With experience in [relevant field or industry], candidates should possess a proven track record of [specific skill or responsibility] and demonstrated expertise in [another key skill or area]. The ideal applicant will have a minimum of [X years] of hands-on experience in [specific task or role], along with proficiency in [relevant tools, software, or methodologies]. Strong problem-solving abilities and the capacity to [specific outcome or achievement] are essential, as is the ability to [additional key responsibility]. Prior exposure to [industry-specific challenge or environment] is highly valued, and familiarity with [relevant standards, regulations, or best practices] is required.
Rewrite:
Candidates must possess a minimum of five years of relevant, hands-on experience in administration, procurement, human resources, or logistics support services, with a proven track record of increasing responsibility throughout their career.
Proficiency with computer systems and office software applications, including Online ERP and Microsoft Office suites, is necessary.
Required is demonstrated expertise in protocol matters or collaboration with government entities.
Languages: Proficiency in spoken and written English is essential, with fluency in additional languages considered advantageous.
Proficiency in English is a mandatory requirement for this position.
Proficiency in an additional official United Nations working language is considered an asset.
Proficiency in both Kenya’s official working languages is considered an asset.
Qualifications
BA/BSc/HND
Experience Required
5 years
