Key Functions and Accountabilities
Deliver protocol services to the Regional, Global, and Kenya Country Offices, ensuring adherence to diplomatic and organizational standards.
Responsible for overseeing data entry and record-keeping duties while facilitating clear communication with the Host Country, prioritizing the secure management of sensitive documents such as passport copies and visa applications.
Deliver prompt and informative communications to all personnel concerning protocol procedures and United Nations system events pertinent to Protocol at the country level.
Support the Regional Office in organizing tailored accommodations and logistics for VIP attendees as required.
Prepare routine correspondence addressing various protocol-related topics, and transcribe verbal notes upon request.
Offer protocol assistance adhering to the stipulations outlined in UN Women’s rules, regulations, policies, and strategies, as well as the Host Country Protocol guidelines.
Coordinate diplomatic notifications to the host country government regarding the arrival and departure of staff members and their dependents, while also managing the issuance of diplomatic identity cards and personal identification numbers.
Ensure diplomatic identity card renewals are processed promptly upon expiration, diligently coordinating with the pertinent host government department(s) as necessary.
Responsibilities include expediting the processing of re-entry passes for employees and their dependents, securing entry permits for non-Kenyan locally hired staff, managing visa extensions for interns and consultants, and facilitating Kenya entry visas for meeting participants—while coordinating with the appropriate government authorities for follow-up.
Efficiently manage the prompt processing of Kenyan driving license issuances and renewals, as well as vehicle registrations for both official and private vehicles. Handle all transfer and disposal procedures for these vehicles, including the issuance and retrieval of their number plates. Additionally, ensure consistent follow-up with the relevant host country department(s) to maintain compliance and operational efficiency.
Maintain a comprehensive database documenting the protocol-related status of UN Women personnel, ensuring precise tracking and facilitating timely actions to uphold their ongoing legitimacy and validity within the country.
Offer comprehensive administrative assistance to the regional office, ensuring efficient operation and seamless workflow management through meticulous organization of tasks, documentation, and communication channels.
Deliver consistent oversight of daily facility operations, liaising with NON Facility Management and/or external contractors to ensure timely maintenance, repair services, and operational assistance are provided.
Coordinate the allocation and logistical management of workspaces to optimize the utilization of office areas, 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 arrange security clearances and briefings.
The Finance team receives assistance in managing Value-Added Tax (VAT) exemptions, including the annual blanket VAT exemptions for official and staff member accounts, as well as individual staff VAT claims, as required.
The professional is responsible for managing and supervising the timely and compliant delivery of goods and services as outlined in the procurement contract, ensuring all terms and conditions are met to the highest standards.
Facilitate collaboration with UNDOS to conduct residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM).
Offer comprehensive administrative assistance for conferences and workshops conducted by the Regional Office, ensuring seamless logistical coordination and operational efficiency.
Collaborate with the Asset Focal Point to facilitate the annual physical asset verification process.
The role involves undertaking additional responsibilities within the established scope of the position as required to ensure the effective operation of the Office and the Organization.
Competencies include a proven ability to lead cross-functional teams, fostering collaboration and driving project success through strategic planning and execution. Demonstrated proficiency in data analysis and interpretation is essential, enabling informed decision-making and performance optimization. Strong communication skills are required to articulate complex ideas clearly to stakeholders at all levels. A commitment to continuous improvement and innovation is expected, along with the capacity to adapt to evolving business needs and market conditions. Leadership acumen is necessary to mentor and develop team members, ensuring high performance and engagement. Additionally, expertise in process improvement methodologies is highly desirable to enhance operational efficiency and effectiveness.
Core Values:
Integrity stands as a fundamental requirement for this position, ensuring adherence to ethical principles and professional standards in all aspects of the role. Candidates must demonstrate unwavering honesty, transparency, and accountability in their decision-making and interactions. Upholding confidentiality, maintaining trust, and aligning actions with organizational values are essential responsibilities that underscore the importance of integrity in this role.
Professionalism is essential in this role, requiring a strong commitment to maintaining high ethical standards, integrity, and accountability in all responsibilities. Candidates must demonstrate poise, discretion, and a consistent ability to represent the organization with competence and credibility. The position demands a polished demeanor, both in interpersonal interactions and professional communications, ensuring alignment with the company’s values and expectations at all times.
The organization values and upholds a commitment to diversity, ensuring an inclusive environment that embraces differences in background, perspective, and experience. This principle underscores the importance of fostering a workplace where all individuals are respected and empowered to contribute meaningfully.
Core Skills and Qualifications: Demonstrates expertise in strategic planning, problem-solving, and analytical thinking to drive organizational success. Exhibits strong communication and interpersonal abilities to collaborate effectively across teams and stakeholders. Proficient in data analysis and decision-making to optimize processes and achieve measurable outcomes. Committed to continuous learning and adaptability to evolving industry trends and challenges. Leadership capabilities to mentor and guide teams toward high-performance standards and shared objectives.
Demonstrates a strong understanding of and sensitivity to gender-related concerns and dynamics.
Ensures adherence to established standards, policies, and procedures while taking ownership of actions and outcomes. Demands a commitment to transparency, reliability, and ethical conduct in all professional endeavors. Holds self and others accountable for meeting performance expectations and delivering results in a timely and consistent manner.
Creative problem-solving involves devising innovative solutions to complex challenges, requiring a blend of analytical thinking and imaginative approaches. This skill set demands adaptability, the ability to identify underlying issues, and the generation of inventive strategies to address them effectively. Professionals with strong creative problem-solving abilities contribute to improved decision-making, enhanced productivity, and sustainable outcomes in dynamic environments.
Effective communication is essential to this role, requiring clear articulation of ideas, active listening, and the ability to adapt messaging for diverse audiences. Candidates must demonstrate proficiency in written and verbal communication to convey complex information concisely and accurately. The position also demands strong interpersonal skills to foster collaboration, resolve conflicts, and build rapport with stakeholders at all levels.
Foster an environment of collaborative inclusivity, ensuring all team members’ contributions are valued and integrated effectively.
The role involves actively engaging with stakeholders to ensure their needs and expectations are understood and addressed. Key responsibilities include identifying and communicating with relevant parties, managing relationships, and ensuring alignment between project goals and stakeholder interests. Strong interpersonal and communication skills are required, along with the ability to negotiate and resolve conflicts effectively. Experience in stakeholder management or a related field is preferred, and the ability to work collaboratively across teams is essential.
Leading by Example.
Functional Competencies entail a comprehensive understanding of key operational skills and capabilities essential for the role. Proficiency in specific tools, techniques, and methodologies relevant to the position is required, ensuring the ability to perform duties effectively. Strong analytical and problem-solving skills are necessary to assess complex situations and develop practical solutions. Effective communication and collaboration skills are crucial for working with cross-functional teams and stakeholders. Additionally, the ability to manage multiple priorities and meet deadlines is expected. A commitment to continuous learning and adaptability to evolving industry standards is also essential.
Proficient in managing and executing administrative procedures and transactions with precision and efficiency.
Responsible for the secure handling and management of confidential documents and communications.
Possesses comprehensive understanding of administrative policies and procedures; demonstrates thorough familiarity with relevant regulatory frameworks and compliance standards.
Proficient in managing IT infrastructure and web-based systems with strong technical expertise and operational oversight.
Exceptional diplomatic acumen and polished communication abilities are essential for this role.
Seeking individuals with a minimum of three years of experience in recruitment or a closely related field. Candidates must possess strong interpersonal skills, exceptional communication abilities, and a keen understanding of talent acquisition strategies. Proficiency in applicant tracking systems and recruitment software is required. The role demands meticulous attention to detail, the ability to multitask effectively, and a proactive approach to sourcing and engaging top-tier talent. A bachelor’s degree in human resources, business administration, or a related discipline is preferred, though relevant experience may be considered in lieu of formal education.
Education and Certification: Candidates must possess a bachelor’s degree or higher in a relevant field, along with professional certifications where applicable to enhance credibility and expertise.
A secondary education credential is necessary for consideration.
A Bachelor’s degree in Business Administration or a related discipline is highly advantageous.
With experience in the relevant field being essential, candidates must demonstrate a proven track record in the specified role. A minimum of [X] years of professional experience in [specific industry/field] is required, along with a deep understanding of [key skills or knowledge areas]. Prior involvement in [specific tasks or projects] is highly desirable, as is familiarity with [relevant tools, technologies, or methodologies]. Strong problem-solving abilities and the capacity to work effectively under pressure are also critical attributes.
A minimum of five years of demonstrated, progressively responsible experience in administration, procurement, human resources, or logistics support services is required.
Proficiency in utilizing computers and various office software applications, including Online ERP systems and Microsoft Office suites, is a prerequisite for this role.
Established expertise in protocol operations or collaboration with governmental entities is essential for this position.
Languages: Proficiency in both written and verbal communication in English and Spanish is required; additional languages are advantageous.
Proficiency in the English language is a mandatory prerequisite.
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
