Summary

The Protocol and Administrative Assistant will work in close collaboration with the Human Resources Team and the Operations Team to ensure consistent service delivery.

Duties And Responsibilities

Provide protocol services to Regional Office and Kenya Country Office:

• 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 management and Country Office Management in coordinating special arrangements for VVIPs that participate in events, as needed;
• Provide protocol support in the preparation of official luncheons, dinners and receptions;
• Draft routine correspondence on a variety of protocol related matters, and type notes verbales when requested;
• Collaborate with relevant authorities for high level visits.

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

• Coordinate the notification of 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).

Provide Administrative support to office, Human Resources, and asset management:

• 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;
• Provide administrative support for conferences, workshops, retreats and interviews;
• Monitor and maintain HR Compliance data, including Performance Appraisal reports and leave records;
• Maintain HR filing system ensuring safekeeping of confidential materials;
• Manage stationery inventory, distribution, and record-keeping;
• Maintain records on asset management and prepare required reports;
• Organize and maintain files and records related to office premises and maintenance.

Competencies

Core Values:

• Respect for Diversity
• Integrity
• 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;
• Ability to perform work of confidential nature;
• Good knowledge of administrative rules and regulations;
• Good IT and web based management skills;
• Good diplomatic skills with excellent communication skill.

Required Skills And Experience

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 service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in the protocol area or working with the Government partners is required.

Language Requirements:

• Fluency in English is required.
• Knowledge of another UN official working language is desirable (French, Arabic, Chinese, Russian or Spanish).