Org. Setting and Reporting Responsibilities
1. Summary of principal functions.
The Protocol Assistant reports to the Senior Protocol Assistant.
The incumbent provides executive protocol assistance, and she/he is responsible for the completion of a variety of specialized activities ensuring the smooth functioning of the day-to-day protocol work, such as providing support in planning, and organizing meetings, conferences, events, and visits, arranging passes, assisting with accreditations procedures.
2. Within delegated authority, the Protocol Assistant will be responsible for the following duties:
Provides support to the Senior Protocol Assistant in planning, and organizing meetings, conferences and events at the United Nations Campus in Entebbe.
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 ensure satisfactory preparation of facilities.
Provides support to the Senior Protocol Assistant in receiving and verifying applications for dispatch and ensuring all required supporting documentation is attached. Confirm that the application owners are registered in the Protocol Office Services Application, and if not, carry out the appropriate registration. Scanning and uploading the required documentation to the electronic Protocol Office drive. Updating the status of cases in the Protocol Office Services Application
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 all incoming protocol correspondence, documents, condolences and invitations and other receptions.
Dispatches them to the relevant parties and informs the supervisor.
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.
Performs other preliminary checks for accuracy and completeness.
Drafts notes verbales, and routine correspondence (congratulations, condolences, apologies, invitations) for signature.
Obtains important official documents such as speeches, decrees as required by the Senior Protocol assistant.
Organizes and maintains the Centre's Protocol and VIP lists and the filing system.
Provides explanation of protocol procedures and working methods to staff and relevant parties.
Undertakes any additional assignments requested by the Senior Protocol Assistant.
Professionalism: Knowledge and experience in protocol office, budgetary and administrative functions. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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; tailorsâ language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.
Client Orientation - Considers all those to whom services are provided to be âclientsâ and seeks to see things from clientsâ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clientsâ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clientsâ 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.
High school diploma or equivalent is required.
At least five (05) years of relevant experience in protocol services, events management, or related areas is required. The minimum year of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
Experience working in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds and programmes) â or similar international organization or non-governmental organization - in a conflict or post-conflict setting is desirable.
Experience working in a multicultural and/or international work environment is desirable.
English and French are the working languages of the United Nations Secretariat. Fluency in English
Knowledge of the local language is desirable.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice United Nations Considerations No Fee
THE 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 APPLICANTSâ BANK ACCOUNTS.
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