Visa and Protocol Specialist

Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment and a better life, leaving no one behind.

FAO is a specialized agency of the UN that leads international efforts to defeat hunger. FAO's goal is to achieve food security for all and ensure that people have regular access to enough high-quality food to lead active, healthy lives. With 195 Members (194 countries and the European Union), FAO works in over 130 countries worldwide.

FAO Country Offices, working under overall corporate guidance and in line with the Strategic Framework, offer policy advice and support to countries in the mandated areas of FAO, facilitated through partnerships, resources and an active country programme to provide technical assistance, develop capacities and deliver core services while fully observing international standards of accountability to establish leadership and strengthen impact at the country level.

The offices deliver on the programmatic priorities of each country as agreed in their respective Country Programming Frameworks (CPFs) aligned to the UN Sustainable Development Cooperation Framework (UNSDCF) and ensure effective and efficient operations with adequate human and financial resources.

Specifically, FAO Country Offices:

(i) advocate, inform and support policies and investments in the areas of FAO’s mandate.

(ii) provide technical assistance and deliver core services.

(iii) assist and catalyse partnership and resource mobilization activities to support agrifood systems transformation.

(iv) position FAO as the specialized/authoritative technical agency in food and agriculture and agrifood systems transformation.

(v) ensure risk-smart and accountable operations and management.

In order to ensure efficient visa processing, privileges, and protocol support for FAO staff, consultants, experts, and visitors, the FAO Representation in Nepal requires a qualified professional with demonstrated experience in liaising with government protocol offices, diplomatic missions, and UN agencies

Reporting Lines

Under the overall supervision of the FAO Representative (FAOR) in Nepal, and the direct supervision of the Assistant FAO Representative

(Administration), the Visa and Protocol Specialist will be responsible for managing all visa, residency, and protocol-related matters for FAO

Nepal staff and official visitors.

Tasks and responsibilities

The Visa and Protocol Specialist will perform the following duties:

Visa and Residency Management

• Facilitate visa, residence, and work permit processes for FAO international and national staffs, and official visitors in coordination with relevant government ministries and diplomatic offices.

• Support the preparation and submission of requests for Note Verbale and letter of support from relevant government offices to support travel arrangements of national and international staffs

• Ensure compliance with government regulations and FAO’s internal administrative procedures related to visas, work permits, and residency documentation.

• Maintain updated records of visa and residency status of all FAO international personnel and dependents and ensure timely renewal and tracking.

• Support residency, housing, and security arrangements for all international staff and travelers, including coordination with local authorities, landlords, and security service providers to ensure safe and adequate living conditions.

Protocol and Liaison Functions

• Serve as the main focal point with the Ministry of Foreign Affairs (Protocol Division), Department of Immigration, and other national authorities for privileges and immunities matters.

• Support the arrangement of diplomatic courtesies, protocol clearances, and documentation for high-level missions, official delegations, and visiting experts.

• Coordinate with FAO Headquarters’ Office of Privileges and Immunities (Protocol) and HR units (NSHR, etc.) regarding Note Verbales, invitations, and related communications.

• Assist with the organization of official ceremonies, high-level visits, and other protocol-related events, ensuring appropriate representation and adherence to UN diplomatic standards.

• Establish and maintain strategic relationships with key embassies and consulates to expedite visa processing and enhance protocol support for international travel assignments.

Administrative and Advisory Support

• Support and advise FAO staff and visiting personnel on visa categories, travel requirements, and host country entry/exit procedures.

• Maintain close working relationships with protocol officers of other UN agencies and the UN Resident Coordinator’s Office to ensure harmonization and consistency in protocol practices.

• Maintain an updated database of contacts in key government offices, embassies, and consulates, including focal persons for expedited coordination when required.

• Provide periodic updates and guidance to the management team on changes in visa, residency, and protocol regulations.

• Develop and regularly update Standard Operating Procedures (SOPs) and guidelines for all international travel assignments, with priority focus on travel to FAO Headquarters (FAOHQ) and FAO Regional Office for Asia and the Pacific (FAORAP). This includes but is not limited to protocols for official communication, travel documentation, visa coordination, and safety measures.

Other Functions

• Provide assistance in customs clearance and shipment of official and personal effects for national/international staff as needed.

• Support administrative arrangements for official events, visits, and missions.

• Perform any other duties as assigned by the FAOR or AFAOR (Administration).

Specific Functions:

• Serve as the focal point for all visa, residency, and protocol-related matters for FAO Nepal.

• Liaise with relevant ministries, embassies, and UN agencies to ensure smooth processing of privileges and immunities.

• Facilitate and track Note Verbales and related documents through the appropriate channels (Protocol Office, FAO HQ, and

embassies).

• Provide timely support and troubleshooting for urgent or exceptional visa/protocol cases.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Bachelor’s degree in international relations, Public Administration, Political Science, or a related field

• At least 5 years of relevant experience in visa, protocol, or administrative liaison functions, preferably with a UN agency, international organization, or diplomatic mission.

• Working knowledge of English and Nepali.

• National of the Federal Democratic Republic of Nepal.

FAO Core Competencies

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

Selection Criteria

• Proven experience in dealing with government offices (Ministry of Foreign Affairs, Department of Immigration, and embassies/consulates).

• Proven experience in dealing with government offices (Ministry of Foreign Affairs, Department of Immigration, and embassies/consulates).

• Excellent communication and interpersonal skills, with a strong network among protocol and visa offices.

ADDITIONAL INFORMATION