Administrative Senior Assistant (Protocol and Logistics)

Nairobi

Organization: UNOPS - United Nations Office for Project Services
Location: Nairobi
Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Logistics
- Supply Chain
Closing Date: 2025-07-11

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.

Functional Responsibilities

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 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.

Work Experience:

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.

Language Requirements:

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

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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