PROTOCOL ASSISTANT

Org. Setting and ReportingThis position is located within the Office of Chief of Staff of United Nations Support Mission in Libya (UNSMIL) and will be based in Tripoli, Libya. The Protocol Assistant will report to the Protocol Assistant at the FS level. ResponsibilitiesWithin the limits of delegated authority, the Protocol Assistant will be responsible for the following duties: • Provide support to the Senior Protocol Assistant and Chief of Staff in planning and organizing meetings, conferences and events at the mission. • Schedules conference rooms; prepares invitations; prepares the list of participants; coordinates seating arrangements; arranges security/entry passes; handles other arrangements as required. • Assembles, copies and distributes background papers and agenda. • Inspects conference room to ensure preparation before the meeting and after and works with relevant sections/units to insure satisfactory preparing of facilities. • Distributes reports or minutes of meetings. • Provides support to Chief of Staff in organizing visits for high-level delegations. • Prepares invitations; coordinates with other offices; assists with organizing communication equipment to UN delegations visiting Mission area; assists with accreditations procedures including arranging the presentation of credentials. • Updates the supervisor about the status of completion of required procedures. • Informs the supervisor of any problem that may arise and assists with its resolution. • Receives visas, all incoming protocol correspondence, documents, condolences and invitations and other receptions and maintain a database of such transactions. • Dispatches them to the relevant parties and informs the supervisor. • In support of Human Resources Section and in coordination with MOVCON and the Integrated Security Workforce facilitates the submission of visa requests for UNSMIL staff and non-staff personnel, the arrival of staff at airport, liaises and follows-up with local authorities and security structures at airport if and when required. • Proofreads carefully the letters and notes, which come from the other Sections and makes corrections, as appropriate, to the salutations of the notes, as well as the addresses of the letters, and performs other preliminary checks for accuracy and completeness. • Obtain important official documents such as speeches, decrees and laws as required. • Organizes and maintains the Mission’s protocol and VIP lists and the filing system. • Provides explanation of protocol procedures and working methods to staff and relevant parties. • Engages with host country authorities to facilitate access to VIP and government lounges for the mission leadership and prepares Chief of Staff Meetings on protocol-related matters. • Drafts routine correspondence (congratulations, condolences, apologies, invitations) for signature. • Undertakes any additional assignment as requested. CompetenciesProfessionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationA driving license is required. Proficiency in computer-based applications such as Word and Excel in particular is required. Work ExperienceA minimum of five (05) years of relevant experience in protocol services, events management, or related areas is required. Experience in customs clearance is desirable. Experience in dealing with government offices is desirable. LanguagesEnglish and French are the working languages of the UN Secretariat. For this post, fluency in English and Arabic is required. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. • An appointment shall not be granted to a person who is the father, mother, son, daughter, brother, sister, stepchildren, or stepsibling of a staff member. This restriction applies to relationships within the United Nations Secretariat and not to those with the separately administered Agencies, Funds, or Programmes. • This position is temporarily available until 31 December 2024.If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. United Nations ConsiderationsAccording 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.