Administrative Associate

UNICEF works in over 190 countries and territories to save children's lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to thrive 

To effectively discharge their duties, international staff must be duly settled in Kenya with all requisite identification documents and statutory clearances from the Government of Kenya. The Protocol Associate is responsible for facilitating the efficient processing, renewal, and issuance of these documents to ensure that international staff maintain full legal compliance and are adequately covered throughout their tenure in Kenya.

International staff are entitled to specific benefits, including reimbursement of Value Added Tax (VAT) on eligible purchases. The Protocol Associate is responsible for facilitating the timely processing of VAT claims in coordination with the Host Country Services Unit (HCSU), ensuring that all entitlements are accurately administered and processed within established timelines.

How can you make a difference? 

1. Support with diplomatic registration, which includes issuance of diplomatic ID card, residence permit and Kenya Revenue Authority (KRA) pin certificate. Also provides support for the renewal of the diplomatic ID cards and residence permits, for both staff and dependents.

Incumbent will liaise with the Host Country Services Unit (HCSU) at UNON after obtaining relevant documentation from staff members, submitting all documentation as required for the respective registration being done. Incumbent also follows up and updates staff members if responses fall outside the agreed timelines for response from HCSU.

2. Support with the duty-free importation exemption applications for international staff members when they bring in their property from outside Kenya – this includes furniture and vehicles (PRO 1B), VAT. Assisting with driving licenses conversation applications, support with vehicle registration and disposal for the same international staff members.

The incumbent will guide the staff member from the very first steps ensuring they are covered and eligible for any duty free status they are entitled to. Conversions of external driving licenses are also done under the guidance of the incumbent as well as the disposal or externalization of motor vehicles previously imported into the country.

3. Support with drafting of invitation letters to facilitate with the eTA application for entry to Kenya, as well as drafting of visa letters for travelers who need visas to enter the destination countries. Assistance with expediting processing in the event that an eTA is not approved for any traveler with immigration.

After being briefed on the mission, draft letters of invitation ot be used for eTA application as well as visa letters for submission to embassies.

4. Support with applications for annual airport passes new and renewal for the senior management, as well as support with the immigration/customs formalities for the Senior management in UNICEF.

5. Protocol guidance/ information when requested by all UNICEF personnel.

Support staff with queries on protocol matters.

Broker/facilitate meetings with government counterparts

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required.

*A bachelor's degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master's degree may replace an additional two years.

• Work Experience:

A minimum six years of relevant administrative or clerical work experience required.

Hands-on experience in managing protocol services for a UN organization is required.

In-depth knowledge of protocol and UN Host country procedures for diplomats and personnel working for international organizations in Kenya is required.

Knowledge of the privileges and benefits available to UN staff in Kenya is required.

A high level of client service orientation is required.

The ability to manage ambiguity and adapt to unforeseen circumstances is required.

• Language Requirements:

 Fluency in English and Swahili is required

For every Child, you demonstrate...

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others 

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.]

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.