Job Opening

Posting Title: PROTOCOL ASSISTANT, G6 [Filled from Roster]
Job Code Title: PROTOCOL ASSISTANT
Department/Office: Department for General Assembly and Conference Management
Duty Station: NEW YORK
Posting Period: 28 July 2021 - 26 August 2021
Job Opening Number: 21-Protocol-DGACM-159784-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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 incumbent reports to the Senior Protocol Officer.

Responsibilities

Within limits of delegated authority, the Protocol Assistant will be responsible for the following duties:

Protocol duties:

1.Performs data entry, record-keeping, and communication with the member states and observer organizations– safe handling of sensitive documents, including copies of passports, change of visa applications, registrations.
2.Answers inquiries regarding those member states and observers, as well as those regarding protocol procedures and related matters in person or online – must have good knowledge and understanding of UN system and events involving Protocol.
3.Logs all correspondence coming into the Protocol and Liaison Service and distributes accordingly.
4.Communicates, in person or online, 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 on the PLS database.
5.Prepares and distribute statistical data of registrations, terminations, changes, bilateral meetings and official events of the SG, PGA and DSG, on a monthly basis .
6.Assists the protocol officers in co-ordinating special needs for VVIPs that participate in events at UNHQ and abroad, as needed.
7.Participates in the preparation of official luncheons, dinners or receptions hosted by the Secretary-General and President of the General Assembly given in honour of visiting heads of state and government or other dignitaries.
8.Provides support, in person or online, during the General Assembly, the General Debate, High-Level meetings, and special events taking place at Headquarters.
9.Performs any other general protocol duties as assigned by the Chief of Protocol.
10.Provides administrative support for the work of the Chief of Protocol.
11.Drafts routine correspondence to permanent missions and observer offices on a variety of protocol related matters, and types notes verbales when requested.
12.Organizes and maintains subject files pertaining to all protocol matters.
13.Provides backup for other administrative staff within the Service in the event of absence or leave.
14.Coordinates matters related to the National flags regarding Secretary-General meetings with Heads of State.
15.Assists in maintaining and updating the content of the multilingual PLS website.
16.Provides backup for other administrative staff within the Service in the event of absence or leave, in person or online.

Registration duties:

17.Evaluates applications for registration of delegates and staff from member states, observers, specialized agencies, other stake holders etc.
18.Liaises, in person or online, 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 mission.
19.Advises member states and other parties on policies that govern registration processes.

Competencies

• 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.

Education

High school diploma or equivalent.

Work Experience

A minimum of seven years of experience in protocol or conference support, while five years of experience in protocol, is required.
Experience working with word processing, spreadsheets, and relevant software packages, as well as in providing administrative support, are required. Client service experience is required.
Experience in registration for conference participants and in organizing high level social events, in person or online, 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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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 APPLICANTS’ BANK ACCOUNTS.

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