Org. Setting and Reporting
This job opening (JO) is located in the Protocol and Liaison Service, Office of the Under-Secretary-General, Department for General Assembly and Conference Management, New York. The Protocol Assistant reports to the Chief of Protocol. The TJO is for an initial period of 8 months (until 31 December 2019) with possibility of extension pending the permanent filling of the post.Responsibilities
Within limits of delegated authority, the Protocol Assistant will be responsible for the following duties:
1.Provides administrative support for the work of the Deputy Chief of Protocol.
2.Performs data entry, record-keeping, and communication with the member states and observer organizations– safe handling of sensitive documents, including passports, visa applications, credentials
3.Answers inquiries regarding those member states and observers, as well as those regarding protocol procedures and related matters – must have good knowledge and understanding of UN system and events involving Protocol
4.Communicates with the Office of Host Country Affairs at the United States Mission regarding the staff of the Permanent and Observer Missions – transmitting routine reports, dealing directly with Host Country officers, maintaining up-to-date information in Missions database,
5.Gathers the list of High-Level Visitors to UNHQ on a weekly basis for the Protocol and Liaison Service;
6.Co-ordinates special needs for VVIPs that participate in events at UNHQ and abroad;
7.Escorts dignitaries when needed
8.Performs any other general protocol duties as assigned by the Deputy Chief of Protocol;
9.Participates in the preparation for official luncheons, dinners or receptions hosted by the Secretary-General given in honour of visiting heads of state and government or other dignitaries
10.Drafts and types notes verbale to permanent missions and observer offices on a variety of protocol related matters
11.Organizes and maintains subject files pertaining to all protocol matters
12.Coordinates with all matters related to the National flags regarding S-G meetings with Heads of State
13.Evaluates applications for registration of delegates and staff from member states, observers, specialized agencies, other stake holders etc.to attend official calendar meetings and summit/high-level conferences both at UNHQ and abroad;
14.Liaises with the UN security and safety service (UNDSS) including the UN Pass and ID Unit on matters that involve the issuance of entry permits/passes for meeting participants;
15.Advises member states and other parties on policies that govern accreditation
16.Formulates requirements for the establishment of accreditation centres off-site;
17.Trains and supervises (local) personnel who support operations at the accreditation site;
18.Represents the protocol and liaison service at task force meetings that are established to prepare the organization of major conferences and prepare for approval by the Chief of Protocol
• Professionalism: Knowledge of protocol policies, procedures and practices of international organizations; knowledge of the structure of international organizations including the status of all intergovernmental bodies; understanding of the sensitivities involved in dealing with member states and other stake holders, including also senior officials of international organizations and diplomatic community; 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.
• Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent.Work Experience
A minimum of seven years of experience in protocol or conference support services of which at least five are in protocol services, is required. Experience in registration and accreditation of conference participants is desirable. Experience in organizing high level social events is desirable.Languages
English and French are the working languages of the United Nations Secretariat. For this post fluency (both oral and written) in English is required. Knowledge of another official UN language is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.Special Notice
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.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
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. 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.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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