Protocol and Administrative Assistant

Job Posting Organization:
UN Women was established in July 2010 as part of the UN reform agenda to enhance gender equality and women's empowerment globally. The organization is dedicated to eliminating discrimination against women and girls, empowering women, and achieving equality between women and men. UN Women leads and coordinates efforts within the United Nations system to ensure that commitments to gender equality and gender mainstreaming are translated into action worldwide. The organization operates in multiple countries, focusing on various aspects of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security, with a mission to place women's rights at the center of its efforts.

Job Overview:
The Protocol and Administrative Assistant plays a crucial role in supporting the Regional Office of UN Women by performing a variety of standard protocol and administrative functions. This position is essential for ensuring high quality and accuracy in the execution of tasks. The assistant will work under the guidance of the Regional Operations Manager and will also report to the Regional Human Resources Business Partner. The role involves providing operational and administrative support, which includes coordinating meetings and events, managing office logistics, and overseeing procurement administration. The assistant is expected to promote a client-focused, quality-oriented approach in all tasks, ensuring effectiveness, efficiency, integrity, transparency, and quality of service during the relocation transition period, while also supporting the Global Office.

Duties and Responsibilities:
The Protocol and Administrative Assistant will be responsible for a wide range of duties, including but not limited to: managing data entry, record-keeping, and communication with the Host Country; ensuring the safe handling of sensitive documents such as passport copies and visa applications; providing responsive communication regarding protocol procedures and UN system events; assisting in coordinating special arrangements for VVIPs; drafting routine correspondence on protocol-related matters; coordinating notifications to the host country government regarding staff arrivals and departures; processing diplomatic identity cards and personal identification numbers; ensuring timely processing of re-entry passes, entry permits, visa extensions, and issuance of Kenya entry visas; maintaining a database on protocol-related status of UN Women personnel; supporting daily facilities-related operations; coordinating workspace allocation and logistics; facilitating compound access and compliance; supporting the Finance team with VAT exemptions; overseeing delivery of goods and services; coordinating residential security assessments; providing administrative support for conferences and workshops; and performing other duties as necessary for the efficient functioning of the office.

Required Qualifications:
Candidates must possess a completion of secondary education as a minimum requirement. A Bachelor’s degree in Business Administration or related fields is considered an asset. Additionally, candidates should have at least 5 years of progressively responsible experience in administration, procurement, HR, or logistic support services. Proficiency in using computers and office software packages, including Online ERP and MS Office applications, is required. Proven experience in protocol or working with government partners is also essential for this role.

Educational Background:
The educational background required for this position includes a minimum of secondary education. While a Bachelor’s degree in Business Administration or a related field is advantageous, it is not mandatory. The emphasis is on practical experience and the ability to perform the required administrative and protocol functions effectively.

Experience:
The position requires a minimum of 5 years of progressively responsible experience in relevant fields such as administration, procurement, human resources, or logistics support services. This level of experience is crucial for the candidate to effectively manage the diverse responsibilities associated with the role, including protocol services and administrative support.

Languages:
Fluency in English is mandatory for this position. Knowledge of another UN official working language is desirable, as is knowledge of both official working languages in Kenya, which would enhance communication and operational effectiveness within the role.

Additional Notes:
The position is full-time and is based in Nairobi, Kenya. UN Women is committed to creating a diverse and inclusive environment, and it recruits without regard to race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment decisions are based on qualifications, competence, integrity, and organizational need. Candidates should be aware that UN Women has a zero-tolerance policy regarding conduct that is incompatible with the aims and objectives of the United Nations, including sexual exploitation and abuse, sexual harassment, and discrimination. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history.