Key Responsibilities and Deliverables include overseeing critical operations, managing strategic initiatives, and ensuring alignment with organizational objectives. The role demands strong analytical skills, meticulous attention to detail, and the ability to lead cross-functional teams effectively. Additionally, it requires proficiency in relevant tools and technologies, along with a proven track record in executing high-impact projects. Key Accountabilities encompass driving performance improvements, fostering innovation, and maintaining compliance with industry standards. The position also calls for excellent communication skills to collaborate with stakeholders at all levels and adapt to evolving business needs.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Responsible for overseeing data entry tasks, maintaining accurate records, and facilitating communication with the Host Country, with a strong emphasis on the secure management of confidential documents such as passport copies and visa applications.
Effectively convey protocol procedures and relevant UN system events at the country level to all staff through timely and responsive communication.
Assist the Regional Office in organizing any necessary accommodations for VIPs attending events as required.
Prepare written communications for standard protocol-related topics and, upon request, transcribe verbatim records of verbal exchanges.
In alignment with UN Women’s established rules, regulations, policies, and strategic frameworks, as well as the Host Country’s Protocol, deliver comprehensive Protocol support.
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 communication with the host country government.
Promptly manage the renewal of diplomatic identity cards once they expire, liaising with the pertinent host government departments to facilitate timely processing.
To guarantee prompt processing of re-entry passes for employees and their dependents, entry permits for non-Kenyan locally recruited personnel, visa extensions for interns and consultants, as well as the issuance of Kenya entry visas for meeting attendees, with follow-up conducted with the appropriate host government department(s).
Timely issuance and renewal of Kenyan driving licenses, along with the registration, transfer, and disposal of official and private vehicles—including the issuance and retrieval of their number plates—must be ensured, with follow-up conducted with the relevant host country department(s).
You will be responsible for managing a database that tracks the protocol-related status of UN Women personnel, ensuring their ongoing legitimacy and validity within the country. This role requires maintaining accurate records to facilitate timely and appropriate actions as needed.
Offer comprehensive administrative assistance to the Regional Office, ensuring efficient operations and seamless workflow through meticulous organization and timely execution of tasks.
Facilitate daily operational activities related to facilities management and liaise with NON Facility Management and/or external service providers to ensure timely maintenance, repair, and operational assistance.
Oversee the organization and management of workspace allocation and logistics to optimize the utilization of office space, furniture, and supplies.
Facilitate access to restricted compounds and ensure full compliance with campus policies by issuing Ground Passes and liaising with UNDOS and the NON Security and Control Centre to secure necessary security clearances and conduct briefings.
The Finance team will receive assistance in managing VAT exemptions, including annual blanket exemptions for official staff accounts and individual VAT claims submitted by staff members, as required.
Coordinate and manage the timely and accurate delivery of goods and services while ensuring full adherence to the stipulated terms and conditions outlined in procurement contracts.
Coordinate residential security assessments, as mandated by the Kenya Residential Security Measures (RSM), in collaboration with UNDOS for staff members who qualify.
Deliver comprehensive administrative assistance for conferences and workshops arranged by the Regional Office.
Assist the Asset Focal Point with the annual physical asset verification process to ensure accuracy and completeness.
The incumbent undertakes additional responsibilities within their designated functional scope as required to ensure the effective operation of the Office and the Organization.
We are seeking candidates who possess a strong foundation in [specific competencies, e.g., project management, data analysis, client relations, etc.], with demonstrated proficiency in [relevant skills or tools, e.g., Agile methodologies, SQL, CRM systems, etc.]. The ideal applicant will exhibit exceptional problem-solving abilities, adaptability to dynamic environments, and a commitment to continuous learning. Relevant experience in [industry or field, e.g., healthcare, finance, technology] is highly desirable, along with the capacity to collaborate effectively within cross-functional teams. Strong communication skills, both verbal and written, are essential to articulate ideas clearly and influence stakeholders.
Core Values:
Maintaining unwavering ethical standards and demonstrating honesty in all professional interactions are fundamental expectations for this role. Demonstrating transparency and accountability in decision-making processes is essential, as is ensuring compliance with organizational policies and legal obligations. Upholding integrity fosters trust among colleagues, stakeholders, and clients, reinforcing the company’s reputation for reliability and professionalism in all endeavors.
Demonstrates a high standard of professionalism in all interactions and duties, ensuring consistent performance with integrity and ethical conduct. Exhibits a polished demeanor in both verbal and written communications while maintaining accountability for actions and decisions. Upholds company values and fosters a respectful, inclusive work environment for colleagues and stakeholders. Consistently adheres to organizational policies and industry best practices to support workplace excellence and reliability.
We highly value and embrace diversity in all its forms, recognizing that a variety of perspectives, backgrounds, and experiences enrich our workplace and drive innovation. Our commitment to inclusivity ensures that every individual feels respected, supported, and empowered to contribute their unique strengths. We seek team members who not only acknowledge but actively champion diversity, equity, and inclusion in their daily interactions and professional endeavors.
Demonstrates expertise in critical core competencies essential for driving organizational success, with a strong emphasis on delivering measurable results and fostering collaborative team dynamics. Exhibits exceptional analytical, problem-solving, and communication skills to navigate complex challenges and drive strategic initiatives. Maintains a proactive approach to professional development, staying current with industry trends and best practices. Proactively identifies opportunities for process improvement, enhancing operational efficiency and effectiveness. Builds and maintains strong stakeholder relationships through transparent, consistent, and results-oriented engagement. Ensures alignment with organizational goals by leveraging technical and leadership capabilities to execute initiatives with precision and accountability.
Demonstrates a strong understanding of and sensitivity toward gender-related concerns and perspectives.
Accountable for ensuring adherence to established policies, procedures, and performance standards within assigned responsibilities. Responsible for maintaining accurate records, meeting deadlines, and delivering high-quality results in a timely manner. Must demonstrate reliability, attention to detail, and a commitment to continuous improvement while collaborating effectively with team members and stakeholders to achieve organizational objectives.
Creative problem-solving involves devising innovative solutions to complex challenges, requiring a blend of originality, analytical thinking, and adaptability. Professionals in this role must evaluate situations from multiple perspectives, identify underlying issues, and develop actionable strategies that align with organizational objectives. Strong conceptual and analytical skills are essential, along with the capacity to think outside conventional frameworks to generate breakthrough ideas. Effective communication and collaboration further ensure that solutions are both practical and well-received by stakeholders.
Effective communication is essential, requiring candidates to convey information clearly, listen attentively, and engage with others thoughtfully. This role demands strong interpersonal skills to collaborate efficiently with team members, stakeholders, and clients, ensuring alignment and mutual understanding. Proficiency in both verbal and written communication is necessary to articulate ideas, provide updates, and resolve conflicts professionally. The ability to adapt communication styles to diverse audiences and situations is equally important.
Foster an environment of inclusive teamwork by engaging diverse perspectives and ensuring all voices are heard and valued throughout collaborative efforts.
Engaging with stakeholders involves collaborating with key individuals and groups to ensure alignment and foster productive relationships. This role requires effectively communicating project goals, addressing concerns, and gathering feedback to support informed decision-making. Responsibilities include identifying stakeholder needs, facilitating open dialogue, and maintaining transparency throughout the process. Strong interpersonal skills, active listening, and the ability to manage diverse perspectives are essential for success in this position.
Leading by Example.
Functional Competencies encompass a range of skills and abilities essential for effective performance in the role. Candidates must demonstrate proficiency in relevant areas to meet job demands successfully. Key requirements include a strong aptitude for analytical thinking, problem-solving, and decision-making, along with the capacity to apply technical expertise in practical scenarios. Responsibilities involve executing tasks with precision, collaborating with teams to achieve objectives, and ensuring adherence to established processes and standards. A commitment to continuous learning and adaptability is also expected to enhance functional capabilities.
Proficient in managing administrative procedures and handling transactions with accuracy and efficiency.
Responsible for the receipt, processing, and safeguarding of confidential documents and communications to ensure their integrity and security.
Demonstrates a thorough understanding of administrative policies and procedures.
Proficient in IT systems and web-based management tools, with a strong ability to oversee digital infrastructure and optimize online operations.
Demonstrates strong diplomatic acumen and exceptional verbal and written communication abilities.
We are seeking candidates with a minimum of five years of experience in full-cycle recruitment, including sourcing, screening, and onboarding top-tier talent. A proven track record in building and maintaining strong employer branding initiatives is essential, as is the ability to develop and implement effective recruitment strategies. The ideal candidate will possess strong interpersonal and communication skills, with a talent for cultivating relationships with hiring managers, candidates, and stakeholders. 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. Proficiency in applicant tracking systems (ATS) and HRIS platforms is mandatory, along with a deep understanding of compliance with labor laws and regulations. Additionally, the candidate should exhibit exceptional organizational abilities and a results-driven mindset to meet hiring targets and enhance recruitment efficiency.
Education and Certification Requirements:
Applicants must possess a bachelor’s degree in a related field and hold an active certification in the specified area, such as Certified Information Systems Security Professional (CISSP) or Project Management Professional (PMP).
A secondary-level education credential is mandatory for this position.
A Bachelor’s degree in Business Administration or a related discipline is highly advantageous.
We are seeking a candidate with a proven track record in the field, having accumulated substantial hands-on experience in relevant roles. Applicants should possess expertise gained through practical application, with a minimum of [X] years dedicated to [specific industry/field]. Familiarity with [specific tools, technologies, or methodologies] is essential, alongside a demonstrated ability to [specific skill or competency]. Ideal candidates will exhibit strong problem-solving capabilities and adaptability in dynamic environments.
A minimum of five years of progressively responsible experience in administrative duties, procurement operations, 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 extensive experience collaborating with government partners or in protocol-related roles.
Languages:
Proficiency in English is a mandatory requirement for this role.
Proficiency in another official language of the United Nations is considered an asset;
Proficiency in both Kenya’s official working languages constitutes a valuable asset.
Qualifications
BA/BSc/HND
Experience Required
5 years
