Job Opening

Posting Title: Protocol Assistant, G6
Job Code Title: PROTOCOL ASSISTANT
Department/Office: DEPARTMENT OF GENERAL ASSEMBLY AND CONFERENCE MANAGEMENT
Duty Station: NEW YORK
Posting Period: 08 February 2017 - 09 March 2017
Job Opening Number: 17-Protocol-DGACM-72305-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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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.

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.

Responsibilities

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

Accreditation duties:
1. together with the Senior Accreditation Associate (GS7), the Protocol Assistant evaluates applications for accreditation 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;
2. formulates requirements for the establishment of accreditation centres off-site;
3. trains and supervises (local) personnel who support operations at the accreditation site;
4. advises member states and other parties on policies that govern accreditation
5. 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;
6. 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 all requirements to ensure proper accreditation for the said conferences;
7. advises on seating arrangements and liaises with the Meeting and Planning Unit of DGACM accordingly;
8. disseminates information on accreditation procedures and general access to the premises to member states, specialized agencies, IGO's, private sector parties etc;
Protocol duties:
9. assembles for the Protocol and Liaison Service the list of High Level Visitors to UNHQ on a weekly basis;
10. co-ordinates special needs for VVIPs that participate in events at UNHQ and abroad;
11. escorts dignitaries when needed
12. participates in organizing special events (eg concerts, exhibits, photo ops etc.) when needed
13. performs any other general protocol duties as assigned by the Chief of Protocol;

Support the Chief of Protocol in coordinating the Secretary-General's travel programme overseas:
14. prepares drafts of Notes Verbale to Permanent Missions, to members of the delegation for signature by the Chef de Cabinet in accordance with EOSG established protocol;
15. prepares draft of the overview programme, the annotated programme and any other communication that may be needed in support of the Secretary-General's travel programme;
16. liaises with the focal point at the Permanent Mission on matters related to the SG's programme; liaises with the Resident Coordinator's office in the country which the SG is visiting on matters related to the logistics support provided to the SG and delegation during the visit etc.;
17. prepares the agenda for the substantive briefing by the trip coordinator to the Secretary-General by the members of the delegation;
18. prepares the agenda for the logistics briefing by the trip coordinator to the Special Assistant of the Secretar5y-General and other select members of the Delegation;
19. perform any other related duties in the context of the official travel of the Secretary-General and the delegation in instances where the Chief of Protocol is Trip Coordinator

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, conference support or related area is required. Experience is 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.

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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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