PROTOCOL ASSISTANT (G5), TA, NAIROBI

Position details

• Vacancy number: 2604674
• Grade: G5
• Contractual arrangement: Temporary appointment under Staff Rule 420.4
• Contract duration: 6 Months
• Organization: AF/EPR Emergency Preparedness and Response
• Schedule: Full-time
• Closing date: Nov 10, 2026, 4:29:00 AM

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings.

1. Background

Within the context of the WHO Health Emergencies Preparedness and Response (EPR) Programme, the incumbent provides protocol, immigration, customs, and related support services to WHO Hub staff, visiting officials, and other VIPs. The position facilitates official movements, ensures smooth airport and immigration procedures, and supports the effective delivery of protocol and security services at the Hub.

2. Job Description

Objectives of the Programme and the Immediate Strategic Objectives

The mission of WHO’s Health Emergencies Programme (the Programme) is to help countries coordinate international action to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

Organizational Context

The incumbent works within the Hub under the direct supervision of the Operations Officer (first-level supervisor) and the overall guidance of the Hub Lead (second-level supervisor). The position supports the Hub’s operational effectiveness by coordinating protocol services, facilitating official movements, and contributing to staff safety and security in accordance with applicable WHO and United Nations procedures.

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.

Difficulty, Sensitivity, Nature, and Importance of Work Relations

The position requires regular interaction with internal and external stakeholders to ensure the effective coordination of protocol, administrative, and security services.

Within the Unit/Division

Contacts: Operations Officer and Hub Coordinator.

Purpose: To coordinate activities and ensure the seamless delivery of protocol and security services.

Within the Organization at the Duty Station

Contacts: Staff at all levels within the Nairobi Hub, other clusters and departments, and administrative, financial, and other support services.

Purpose: To facilitate coordination, information-sharing, and the effective delivery of protocol and security services.

Within the Organization Outside the Duty Station

Contacts: Protocol Assistants in the WHO Regional Office for Africa (AFRO) and at Headquarters (HQ), the Budget and Finance Office (BOS), and the Office of Support Services (OSS).

Purpose: To promote collaboration, coordination, and the consistent delivery of protocol-related services.

Outside the Organization

Contacts: Other United Nations agencies.

Purpose: To facilitate collaboration and coordination on protocol, immigration, and security-related matters.

3. Recruitment Profile

Competencies: Generic

The position requires the following core competencies, listed in order of priority:

1. Teamwork.
2. Respecting and promoting individual and cultural differences.
3. Communication.
4. Producing results.
5. Accountability.

Functional Knowledge and Skills

The incumbent should demonstrate the following knowledge and skills:

• Knowledge of Kenya’s guidelines on diplomatic immunities and privileges.
• Familiarity with Kenyan citizenship and immigration rules and procedures.
• Knowledge of United Nations security guidelines.
• Ability to plan, organize, coordinate, and implement activities involving inputs from multiple sources.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to conceptualize and carry out tasks with minimal supervision.
• Very good understanding of airport arrival and departure procedures.
• Strong interpersonal skills and the ability to establish and maintain effective working relationships with people from diverse national and cultural backgrounds.
• Ability and readiness to work effectively under sustained pressure.

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.

Languages

English

• Reading: Expert knowledge.
• Writing: Expert knowledge.
• Speaking: Expert knowledge.

French

• Reading: No level selected.
• Writing: No level selected.
• Speaking: No level selected.

Interchangeability of English and French Requirements

Indicate whether the language requirements for English and French are interchangeable: Yes / No.

For example, English at expert level and French at working level, or French at expert level and English at working level.

Other Languages

• Reading: No level selected.
• Writing: No level selected.
• Speaking: No level selected.

Other Considerations

Physical Workplace Conditions and IT Skills: The position requires basic knowledge of Microsoft Office applications.
 

REMUNERATION

Remuneration comprises an annual base salary starting at KES 2,764,116 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• According to 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. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.

• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO's operations please visit: http://www.who.int.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.

• This is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.

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