Protocol Assistant at World Health Organization

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.