Protocol and Administrative Assistant

Contract

This is a GS-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,581 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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.

Under the supervision of the Regional Human Resources Business Partner and with Matrix management Human Resources Associate of Kenya Office, the Protocol and Administrative Assistant will support the Office of Regional office and Kenya Country Office by performing a variety of standard protocol and administrative processes ensuring high quality and accuracy of work. The Protocol and Administrative Assistant promotes a client, quality and results-oriented approach.

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

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

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).

Application Process:

All applications must include (as an attachment) a completed UN Women Personal History form (P-11) which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc.

Please note that the system will only allow one attachment and candidates are required to include in the P-11 form links for their previously published reports and articles completed within the last two years. Applications without the completed and signed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Note:

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