Protocol and Administrative Assistant, G5 ESARO

The Protocol and Administrative Assistant (G5 ESARO) provides high-quality protocol and administrative services to the UN Women Regional, Global, and Kenya Country Offices, ensuring smooth operations and compliant diplomatic procedures.

Key Functions and Accountabilities

Provide protocol services to the Regional, Global and Kenya Country Offices:

• Manage data entry, record-keeping, and communication with the Host Country, ensuring safe handling of sensitive documents, including passport copies and visa applications;
• Provide responsive communication to all staff regarding protocol procedures and UN system events involving Protocol at the country level;
• Assist the Regional Office in coordinating special arrangements for VVIPs that participate in events, as needed;
• Draft routine correspondence on a variety of protocol related matters, and type notes verbales when requested.

Provide Protocol support in accordance with UN Women rules, regulations, policies, and strategies and Host Country Protocol:

• Coordinate the notification to the host country government upon the arrival and departure of staff members and their dependents, issuance of diplomatic identity cards, and personal identification numbers;
• Ensure timely processing of the diplomatic identity cards renewal upon their expiry as required and follow-up with the relevant host government department (s);
• Ensure timely processing of re-entry passes for staff members and their dependents, entry permits for non-Kenyan locally recruited staff members, visa extensions for interns and consultants, and the issuance of Kenya entry visas for meeting participants and follow up with the relevant host government department(s);
• Ensure timely processing of the issuance/renewal of Kenyan driving licenses, vehicle registration for official and private vehicles, transfer/disposal of the mentioned vehicles, and the issuance and retrieval of their number plates and follow up with the relevant host country department(s);
• Maintain a database on the protocol-related status of UN Women personnel to enable adequate tracking and appropriate action to be taken towards ensuring their constant legitimacy/validity in the country.

Provide Administrative Support to the Regional Office:

• Support daily facilities-related operations and coordinate with UNON Facility Management and/or external providers for maintenance, repair, and operational support;
• Coordinate workspace allocation and logistics, ensuring efficient use of office space, furniture, and supplies;
• Facilitate compound access and campus compliance, including the issuance of Ground Passes and coordination with UNDSS and the UNON Security and Control Centre for security clearances and briefings;
• Support Finance team in processing (VAT) exemptions, annual VAT blanket exemptions for official/staff members accounts and individual staff members' V.A.T. claims, as needed;
• Coordinate and oversee delivery of goods and services in accordance with procurement contract specifications;
• Coordinate with UNDSS residential security assessments for qualifying staff per the Kenya Residential Security Measures (RSM);
• Provide administrative support for conferences and workshops organized by the Regional Office;
• Support the Asset Focal Point in the annual physical asset verification exercise.

Competencies

Core Values:

• Integrity;
• Respect for Diversity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Ability to administer administrative processes and transactions;
• Handling and managing confidential documents and correspondences;
• Good knowledge of administrative rules and regulations;
• Good IT and web-based management skills;
• Good diplomatic and excellent communication skills.

Recruitment Qualifications

Education and Certification:

• Completion of secondary education is required.
• Bachelor’s degree in Business Administration or related fields is an asset.

Experience:

• At least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support services is required;
• Experience in the usage of computers and office software packages (Online ERP, MS Office applications etc.) is required;
• Proven experience in the area of protocol or working with the Government partners is required.

Languages:

• Fluency in English is required;
• Knowledge of another UN official working language is desirable;
• Knowledge of both official working languages in Kenya is desirable.