Protocol Assistant

Summary of Assigned Duties

Within the framework of delegated authority and under the direct supervision of the Operations Officer, the incumbent performs the following duties:

• Coordinate transportation services for VIPs, guests, and delegates to and from airports, offices, hotels, and other designated locations.
• Welcome VIPs and other distinguished visitors arriving at the airport to visit the Hub.
• Facilitate diplomatic registration and related formalities for international staff and their eligible dependants, including vehicle registration, diplomatic identification cards, and ground passes.
• Escort eligible guests through airport VIP lounge facilities upon arrival or departure, as required.
• Assist guests with airport formalities, including visa-on-arrival procedures where applicable.
• Ensure compliance of vehicles with Minimum Operating Security Standards (MOSS) and, in collaboration with the Fleet Manager, establish mechanisms for regular roadworthiness checks to safeguard passengers.
• Ensure the implementation of WFS procedures and tools.
• Support the management of relationships with internal and external stakeholders, including other United Nations agencies, particularly on protocol-related matters.
• Serve as the focal point for coordinating security and safety matters at the Nairobi Hub.
• Support the implementation of security measures communicated by the United Nations Department of Safety and Security (UNDSS) in Kenya.
• Ensure that staff members are familiar with and comply with relevant security guidelines at all times.
• Liaise with UNDSS to coordinate training sessions and briefings on radio communication, convoy procedures, security measures, evacuation procedures, and other safety precautions.
• Disseminate standard operating procedures (SOPs) and other relevant security information to Hub staff in collaboration with UNDSS in Kenya.
• Maintain and manage the security folder in the Hub Operations SharePoint.
• Perform any other related duties as required by the supervisor.

Educational Qualifications

• Essential: Completion of secondary education.
• Desirable: A certificate or training in public relations, security management, or a related field would be an asset.

Experience

• Essential: At least five years of work experience in an administrative capacity, immigration, guest relations, airport protocol, or a related field.
• Desirable: Experience in protocol support positions within WHO or another United Nations agency would be an asset.