Administrative Senior Assistant (Protocol and Logistics)

Job categories Administration

Vacancy code VA/2025/B5323/30350

Department/office AFR, ESAMCO, Kenya

Duty station Nairobi, Kenya

Contract type Local ICA Support

Contract level LICA-5

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Application period 27-Jun-2025 to 11-Jul-2025

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

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Background Information - Job-specific

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work Life Harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types

Background Information – ESAMCO

Located in Nairobi, Kenya, the East & Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and South Africa. This includes transactional projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple ‘operational’ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.

Background Information - Job-specific

Under the direct supervision of the functional supervisor and under the overall guidance from the Administrative Associate, the Administration Senior Assistant (Protocol and Logistics) provides support to personnel and partners and protocol operations performing a variety of administrative processes while ensuring high quality and accuracy of work. The Administration Senior Assistant liaises with UNOPS programme support colleagues in order to ensure consistent service delivery for the office/programme. The Administration Assistant supports the Kenya Country Office, Africa Regional Office and other UNOPS entities hosted in Nairobi, Kenya to promote a client, quality and results-oriented approach.

Functional Responsibilities

Coordination Support Travel and Visa Support Knowledge Building and Know...

Coordination Support
Travel and Visa Support
Knowledge Building and Knowledge Sharing
Logistics Support

1) Coordination 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.

2) Travel and Visa Support

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

3) Knowledge Building and Knowledge Sharing

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

4) Logistics Support

a) Vehicle Coordination and Scheduling:

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.

b) Driver Support:

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.

c) Logistics and Documentation:

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.

d) Fleet Management:

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

Education: Completion ...

Competencies

Treats all individuals with respect; responds sensitively to differences and enc...

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract Type: Local Individual Contractor Agreement Contract Level: LICA 5 ...

Additional Information

Please note that UNOPS does not accept unsolicited resumes. Applic...

Please note that UNOPS does not accept unsolicited resumes.
Applications received after the closing date will not be considered.
Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
For retainer contracts, you must complete a few mandatory courses ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.

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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. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf on our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core.

We understand the importance of balancing professional and personal demands and offer several flexible working options.

Explore what we offer here.