We are seeking a professional who will be responsible for executing key functions and delivering on critical accountabilities. The role involves overseeing and managing essential duties to ensure operational success and strategic alignment. Key responsibilities include driving performance, maintaining accountability for outcomes, and contributing to the achievement of organizational goals. The ideal candidate must demonstrate proficiency in executing these duties with a high level of expertise and professionalism.
Deliver protocol services to the Regional, Global, and Kenya Country Offices.
Oversee data entry, document management, and communication with the Host Country while maintaining strict confidentiality and security protocols for sensitive materials, such as passport copies and visa applications.
Deliver timely and effective communication to all personnel concerning protocol procedures and United Nations system events at the country level.
Provide support to the Regional Office in organizing necessary accommodations and arrangements for Very, Very Important Persons (VIPs) attending events, as required.
Draft general correspondence concerning protocol-related topics and prepare verbatim minutes of meetings as required.
Deliver protocol support in adherence to UN Women’s established rules, regulations, policies, and strategies, as well as the Host Country’s protocol guidelines.
Upon the arrival and departure of staff members and their dependents, as well as the issuance of diplomatic identity cards and personal identification numbers, you will be responsible for coordinating notifications to the host country government.
Ensure diplomatic identity cards are renewed promptly upon expiration and coordinate follow-up actions with the relevant host government departments as necessary.
Responsibilities include expediting the processing of re-entry passes for employees and their dependents, securing entry permits for locally recruited non-Kenyan staff, managing visa extensions for interns and consultants, as well as facilitating the issuance of Kenya entry visas for meeting attendees, with subsequent follow-ups conducted with the appropriate host government authorities.
To facilitate the prompt processing of Kenyan driving license issuance and renewal, as well as the registration, transfer, and disposal of both official and private vehicles, it is essential to coordinate with the relevant host country department(s) for the acquisition and retrieval of number plates.
Manage a database documenting the protocol-related status of UN Women personnel to ensure accurate tracking and facilitate timely actions that uphold their ongoing legitimacy and validity within the country.
Deliver comprehensive administrative assistance to the Regional Office, ensuring efficient operations and seamless workflow.
Deliver day-to-day facilities management services with precision and liaise with NON Facility Management and external vendors to arrange maintenance, repair, and operational assistance as required.
Oversee the arrangement and management of workspace allocation and logistics, with a focus on optimizing 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 manage security clearances and briefings.
The Finance team relies on assistance in managing VAT exemptions, including annual blanket exemptions for official and staff accounts, as well as individual VAT claims submitted by staff members, as required.
Oversee and manage the timely and compliant delivery of goods and services in alignment with the stipulated terms of procurement contracts.
Collaborate with UNDOS to conduct residential security assessments for eligible personnel in accordance with the Kenya Residential Security Measures (RSM).
Offer comprehensive administrative assistance in the planning, coordination, and execution of conferences and workshops conducted by the Regional Office.
Collaborate with the Asset Focal Point to facilitate the annual physical asset verification process.
The incumbent carries out additional responsibilities aligned with their functional profile, as required for the optimal operation of the Office and the broader Organization.
Demonstrated proficiency in strategic planning, problem-solving, and analytical decision-making with a proven ability to drive operational excellence and deliver measurable results. Strong leadership skills are required to manage cross-functional teams, inspire collaboration, and foster a high-performance culture. Excellent communication abilities are essential for articulating goals, providing clear direction, and ensuring alignment across all levels of the organization. A commitment to continuous improvement and adaptability to change are critical for navigating dynamic business environments. Experience in project management, process optimization, and stakeholder engagement is highly valued. The ideal candidate must possess exceptional interpersonal skills to build and maintain strong relationships with clients, partners, and internal stakeholders.
Core Values:
We uphold the highest standards of ethical conduct and transparency in all our actions, ensuring that honesty and accountability guide every decision and interaction. Our commitment to integrity demands that we consistently adhere to moral principles, even when faced with challenging circumstances or competing interests. This foundational value shapes our culture, influencing how we collaborate, serve stakeholders, and fulfill our professional obligations with unwavering dedication to doing what is right.
Professionalism is essential, requiring a polished demeanor, strong ethical standards, and adherence to workplace norms. Candidates must demonstrate reliability, integrity, and a commitment to maintaining a respectful and collaborative environment. Effective communication skills, both verbal and written, are crucial, as is the ability to handle sensitive information with discretion. Additionally, this role demands adaptability, accountability, and a proactive approach to problem-solving in dynamic settings.
Respect for diversity encompasses a commitment to acknowledging, valuing, and embracing the unique perspectives, backgrounds, and experiences that each individual brings, ensuring an inclusive environment where everyone feels seen, heard, and respected. This principle requires openness to different cultures, identities, and viewpoints while fostering a workplace where collaboration thrives on mutual understanding and equity. All team members must actively contribute to cultivating this culture by challenging biases, promoting fairness, and upholding the dignity of every colleague.
Core Strengths encompass strategic planning, innovative problem-solving, and exceptional communication skills, all of which are essential for driving organizational success. Demonstrated proficiency in project management, data analysis, and stakeholder engagement is required, along with the ability to adapt to dynamic business environments. Leadership qualities, including team motivation and conflict resolution, are integral to this role, as is a commitment to continuous professional development. Familiarity with industry-specific regulations and best practices is mandatory, and prior experience in a similar capacity is highly preferred. The ideal candidate will exhibit a proactive approach to challenges, a keen eye for detail, and the capacity to deliver measurable results.
Possesses strong knowledge of and sensitivity toward gender-related matters and demonstrates a commitment to fostering an inclusive environment where diverse perspectives are valued and respected.
Maintains high standards of responsibility and ownership for actions, decisions, and outcomes, ensuring adherence to commitments and ethical conduct. Demonstrates reliability in meeting deadlines, managing tasks, and delivering consistent, high-quality results. Takes initiative to address challenges proactively and holds oneself accountable for both successes and areas requiring improvement.
Creative problem-solving involves identifying innovative solutions to complex challenges by leveraging imaginative thinking and analytical approaches. This skill requires adaptability, a keen eye for detail, and the ability to evaluate multiple perspectives to develop effective strategies. Professionals in this role must excel in brainstorming, synthesizing information, and implementing practical yet original solutions to drive progress and overcome obstacles efficiently.
Effective communication is a critical competency required for this position, ensuring clear, concise, and professional interactions with colleagues, clients, and stakeholders. Candidates must demonstrate strong verbal and written communication skills, including the ability to articulate ideas effectively, actively listen, and adapt messaging to diverse audiences. Additionally, proficiency in professional correspondence, presentation delivery, and conflict resolution is essential to foster collaboration and maintain productive working relationships.
Inclusive collaboration involves actively engaging with diverse teams to foster an environment where every individual’s contributions are valued and respected. This approach requires open communication, empathy, and a commitment to leveraging varied perspectives to achieve shared goals. By embracing inclusivity, teams can enhance creativity, problem-solving, and overall productivity, ensuring that all members feel empowered to participate fully.
The role involves actively engaging with stakeholders to ensure their needs and expectations are understood and addressed. Responsibilities include maintaining regular communication, gathering feedback, and fostering collaborative relationships to align interests and achieve mutual goals. Strong interpersonal skills, negotiation abilities, and a proactive approach to problem-solving are essential for success in this position.
Leading by Example.
Functional Competencies are essential skills and abilities required to perform the job effectively, encompassing a range of technical and professional proficiencies. These competencies ensure that the individual can successfully execute job-related tasks, meet performance standards, and contribute to organizational objectives. They may include specialized knowledge, analytical skills, problem-solving capabilities, and proficiency in relevant tools or methodologies. Demonstrating strong functional competencies allows employees to adapt to evolving job demands, enhance productivity, and support team and organizational success.
Proficient in managing and executing administrative processes and transactions with efficiency and accuracy.
Responsible for the secure handling and meticulous management of confidential documents and correspondences.
Proficient in navigating and applying administrative rules and regulations effectively.
Possesses strong proficiency in managing IT infrastructure and web-based systems. Exhibited expertise in overseeing digital platforms and ensuring seamless operational performance.
Skilled in diplomatic engagement and possesses exceptional proficiency in communication.
Seeking individuals with proven experience in talent acquisition, preferably within a corporate or agency setting. Candidates should possess strong communication and interpersonal skills to engage effectively with hiring managers and candidates alike. A thorough understanding of recruitment strategies, including sourcing, screening, and onboarding, is essential. Familiarity with applicant tracking systems and recruitment software is highly desirable. The ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail is critical. A bachelor’s degree in human resources, business administration, or a related field is preferred. Prior experience in a full-cycle recruitment role is advantageous.
Education and Certification: A bachelor’s degree in computer science or a related field is required, along with at least five years of professional experience in software development. Certification in relevant technologies or methodologies, such as Scrum or DevOps, is a plus.
Secondary education must be completed as a prerequisite for this role.
A Bachelor’s degree in Business Administration or a related discipline is advantageous.
Over three years of hands-on experience in a relevant field is required, with a proven track record of delivering successful projects and demonstrating expertise in key responsibilities. Proficiency in industry-standard tools and methodologies is essential, alongside strong problem-solving abilities and the capacity to work collaboratively within a team. Prior experience in a similar role, where adaptability and attention to detail were critical, is highly desirable. Additionally, familiarity with specific software, systems, or frameworks relevant to the position is preferred.
With a minimum of five years of demonstrated, hands-on experience in administration, procurement, human resources, or logistics support functions, the ideal candidate will bring a proven track record of growth and leadership in these areas.
Proficiency in utilizing computers and office software solutions, including Online ERP systems and Microsoft Office applications, is essential.
Established expertise in protocol matters or collaboration with governmental entities is a prerequisite for this role.
Languages: Proficiency in English and Spanish is required; additional languages such as French, German, or Mandarin are preferred. Fluency in both written and verbal communication is essential for this role.
Proficiency in English is a mandatory prerequisite for this role.
Proficiency in an additional official language of the United Nations is considered an asset.
Fluency in both of Kenya’s official working languages is considered an asset.
Qualifications
BA/BSc/HND
Experience Required
5 years
