Administrative Senior Assistant (Protocol and Logistics)

Job Description

Dutystation: Nairobi, Kenya

Functional responsibilities

1. Coordination Support
2. Travel and Visa Support
3. Knowledge Building and Knowledge Sharing
4. Logistics Support

• Coordinate with all programmes on matters relating to support from counterpart ministries (including follow-up on visas, importation of project assets, et al)

• Coordinate with Embassies in Kenya for obtaining visas for both local and international staff for the official trip abroad

• Coordinate with government ministries to have the approval for purchasing vehicles for personal use and importation of personal effects

• In consultation with the Supervisor and respective units, answer queries from the Ministry of Foreign Affairs and counterpart Ministries in a logical and reasonable manner.

• Draft routine correspondence on a variety of protocol related matters, and type verbal notes when requested

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making

• Collaborate with the Executive Office, Administrative Offices, and UN agencies on protocol services, ensuring efficient coordination.

• Maintain an up-to-date filing system and electronic database with client data and ensure the integrity of data stored therein

• Assist with cost recovery tasks, including processing and tracking visa-related costs, maintaining an updated service catalog for cost recovery purposes, and preparing billing documents in the ERP

• Provide timely communication to all staff regarding protocol procedures and UN system events involving Protocol at the country level.

• Processes and follows up GOK visas and stay permit for international staff and their dependents, temporary visa for consultants, visitors and mission with Government departments and ministries
• Processes and follows up of UNLP new/extension for national/international staff
• Tracks visa status of international staff and their dependents to ensure timely extension of their stay and arranges in-country travel permission from the government for international staff on official mission before the commencement of the travel
• Support the in-country travel permission from the government for international staff on official mission before the commencement of the travel
• Assists the supervisor to develop and maintain all Standard Operating Procedures (SOPs) in visa related matters, UNLP, purchase of office vehicle and importation of personal effects

• Supports the organization and delivery of training and learning initiatives for personnel on protocol-related topics.

• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in protocol.

• Contributes feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Maintains unit’s documentation including records and files, ensuring safekeeping of confidential

• Assist in the planning and scheduling of vehicle usage for transport needs.

• Coordinate with drivers to ensure on-time delivery and pick-up of goods and personnel.

• Maintain accurate records of transport schedules, routes, and destinations.

• Monitor vehicle availability, service schedules, and maintenance needs.

• Provide guidance and instructions to drivers regarding daily transport assignments.

• Monitor driver performance, ensuring compliance with safety regulations and traffic laws.

• Record and report any issues related to driver performance or behavior.

• Maintain and update transportation-related documentation, including delivery orders, vehicle logs, permits, and vehicle inspection reports.

• Ensure that all necessary paperwork is completed and properly filed.

• Track vehicle fuel consumption and maintenance schedules.

• Ensure the accurate and timely processing of invoices related to transport services.

• Assist in overseeing the maintenance, repair, and servicing of vehicles to ensure they are roadworthy.

• Coordinate with service providers and mechanics for routine maintenance and emergency repairs.

• Monitor and manage vehicle inventory, including tracking registrations, insurance, and other regulatory requirements.

Education/Experience/Language requirements

• Completion of secondary school is required;
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required and may substitute some required years of work experience.
• In the absence of a degree, administrative certification is an asset.

• Minimum of five years of relevant experience in administration and travel support in national or international public or corporate organizations is required.
• Two (2) years experience in the use of computers and office software packages, preferably Google Workspace, is required.
• Experience with UN systems and procedures is an advantage.
• Knowledge of government protocol procedures, rules and regulations is desirable.
• Experience in working with web-based management systems will be an added advantage.

• Full working knowledge of English is required.
• Knowledge of a second UN or regional working language is an asset.

About the Organization

TOGETHER, WE BUILD THE FUTURE

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.

Our mission is to help people build better lives and countries achieve peace and sustainable development.

We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.

We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.