Regional Executive Support Officer

Duty station:

Nairobi

Posting End Date:

16-Nov-2026

Role Purpose

The Regional Executive Support Officer applies fundamental concepts to gather and analyze data, interpret rules, and prepare inputs in support of the Regional Director and management team. S/he contributes to the efficient execution of administrative processes, executive support, and operational management, ensuring compliance with established rules and procedures, and identifying initial recommendations for process improvements.

Functions / Key Results Expected

1. Executive Support and Coordination

• Manage the official calendars for the Regional Director, arranging high-level meetings, visits, and consultations with internal and external stakeholders.
• Manage travel arrangements and mission planning for executive leadership, including drafting comprehensive agendas in collaboration with the Public Relations Specialist and country offices, securing flights, visas, hotel accommodations, security clearances, and diplomatic protocol matters.
• Prepare and maintain a forward-looking calendar of proposed regional and international conferences, summits, and executive meetings to be attended by leadership, as well as planning events and receptions with partners.
• Organize meeting logistics, prepare management meeting agendas, take comprehensive meeting notes/summaries of action, maintain a register of decisions, and conduct close progress monitoring.

2. Communication, Protocol & Knowledge Management

• Communicate effectively and liaise directly with internal and external stakeholders (including diplomatic mission representatives, government officials) on behalf of the Regional Office, strictly adhering to diplomatic and UN protocol practices.
• Manage Jira tickets on behalf of the Regional Office, adhering to and enforcing appropriate institutional approval processes for documents, legal instruments, and policies requiring executive signature.
• Draft routine correspondence on behalf of the Regional Director.
• Respond to and/or direct inquiries to appropriate internal units for timely action and follow-up.
• Develop, maintain, simplify, and streamline standard operating procedures (SOPs) for the Regional Office, integrating digital tools and technological developments to boost operational efficiency.
• Build and regularly maintain accurate lists of key contacts, diplomatic directories, and the UNOPS Regional Staff List (including dependency records).
• Assess training needs and organize training sessions for regional office personnel on various operational and other areas of professional development, synthesize lessons learned, and contribute to knowledge networks.

3. Premises, Security & Regional Operational Support

• Contribute to the operational management of the Regional Office premises, including supporting lease renewals and related negotiations, in close consultation with the Regional Director and the Multi-Country Office management teams.Support asset and facilities management, and serve as the focal point with UNON and ESAMCO on protocol and administrative support.
• Ensure proper maintenance, servicing and repair of all office vehicles to guarantee top performance and safe operating conditions in line with UNOPS vehicle management policies and procedures

Skills

Budget Management, Executive Schedule Management, Facility Operations, Protocol, Standard Operating Procedure, Travel Management, Digital literacy

Education Requirements

Required

• Secondary school diploma (High School diploma) in Business Administration, Public Administration, International Relations, Operations Management, or other relevant field is required.

Desired

• A Bachelor’s degree or Master’s degree in Business Administration, Public Administration, International Relations, Operations Management, or other relevant field is desirable and may substitute for some or all of the required years of experience.

Experience Requirements

Required

• A minimum of four (4) years of relevant experience with a Secondary School diploma; or two (2) years of relevant experience with a Bachelor’s degree; or zero (0) years of relevant experience with a Master’s degree in providing executive-level support, administrative coordination, operational management, or program analysis is required.
• Experience in public relations, diplomatic protocol, and direct communication with senior officials, government representatives, and international organizations is required.
• Proven experience in executive calendar management, high-level travel/mission coordination, and minute-taking for executive bodies is required.
• Advanced proficiency in digital office software (Google Workspace / Microsoft Office) and digital process tools is required.

Desired

• Experience within the UN system or UNOPS operational context is highly desirable.

Language Requirements

English: Fluent proficiency level required.

French: Basic proficiency level desirable

Job Highlight

This is an excellent opportunity to contribute to the strategic operations of a dynamic regional office within the UN system. The role offers exposure to high-level executive support, diplomatic protocol, and operational management, providing a platform to apply analytical skills and contribute to process improvements in a fast-paced international environment.

Opportunities for learning and growth

• Commitment to Excellence: Our support extends to all personnel at every level of the organization.
• Ongoing Development: We provide ongoing opportunities to help our people learn, develop, and excel at their jobs.
• State-of-the-Art Learning: Access a wide range of learning through our blended learning programmes, covering Leadership development and Personal and professional development.
• Key Credentials: Opportunities to benefit from Internationally recognized technical certifications and Membership to professional associations in various areas.
• Internal Culture: We foster an environment that encourages and supports knowledge sharing and collaboration