Protocol and Administrative Assistant, G5 ESARO, Nairobi

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;
  
• 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.
  

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.