Background:
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women's rights at the centre of all its efforts, UN Women leads and coordinates United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world.
Under the overall guidance and supervision of the Regional Operations Manager and with matrix reporting to the Regional Human Resources Business Partner, the Protocol and Administrative Assistant support the Regional office by performing a variety of standard protocol and administrative functions, ensuring high quality and accuracy of work. During the relocation transition period, this position will also support the Global Office.
He/She will also provide operational and administrative support to the Regional Office, that includes coordinating meetings and events, office logistics and procurement administration, ensuring effectiveness and efficiency, integrity, transparency and quality of service.
The Protocol and Administrative Assistant promotes a client, quality and results-oriented approach.
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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Competencies:
Core Values:
- Integrity;
- Professionalism;
- Respect for Diversity.
Core Competencies:
- Awareness and Sensitivity Regarding Gender Issues;
- Accountability;
- Creative Problem Solving;
- Effective Communication;
- Inclusive Collaboration;
- Stakeholder Engagement;
- Leading by Example.
Please visit this link for more information on UN Women’s Values and Competencies Framework:
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;
- 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.
Statements:
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.
Diversity and inclusion:
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.