Protocol Assistant
Organizational Setting
The Governing Bodies Servicing Division (CSG) is responsible for providing liaison between the Organization and its Membership on Governing Body matters, as well as conference and protocol services.
The Protocol Branch (CSGP) acts as liaison between the Organization and governments, ensuring that correct protocol is observed.
Main Purpose
The incumbent performs a full range of protocol support-related tasks. He/she ensures quality and consistency of the flow of office work.
Supervision Received/Exercised
The Protocol Assistant reports to the Chief of Protocol. The incumbent operates independently and takes decisions on work priorities and exercises initiative for dealing with cases without precedents. Supervision received is focused on the quality of work outputs. He/ she provides guidance and advice to other office support staff.
Working Relationships
The Protocol Assistant works closely with colleagues in the Branch, in particular in the Visa Unit, and with central units and external clients, performing and coordinating protocol-related services, and providing procedural guidance and information.
Key Functions/Results
- Liaise with the Office of the Director-General regarding his duty travel and preparation of related official documents;
- Assist FAO staff, Permanent Representatives, Consultants and Chairpersons of the Council and Conference on visa requirements for duty travel abroad;
- Liaise with FAO Permanent Representations for instructions on issuance of visas for countries that do not have Diplomatic Representations in Rome;
- Receive visitors and telephone calls; handle moderately complex enquiries relying on knowledge of FAO's policies and procedures regarding issuance and renewal of UN Laissez-Passers, Identity Cards, visas requirements and other stay permits at the Visa Unit front Desk;
- Prepare relevant Note Verbales in official FAO languages or other official correspondence to Rome-based Embassies, Consulates or Permanent Representations;
- Update the Visa Unit Web site with relevant information and guidelines on visas and travel policies and procedures, in particular on requirements and travel restrictions in the Italian/Schengen area;
- Assist the organization of the Papal Audience during FAO Conference and liaise with the Permanent Observer of the Holy See to the United Nations, on logistic arrangements;
- Liaise with ENAC (Sala Crisi e Gestione Eventi, Ceremoniale di Stato) and ADR (Aeroporti di Roma) for the issuance/renewal of “tessera aeroportuale” for FAO authorized staff;
- Prepare instructions for the security service for the proper handling, delivery and collection of travel documents and visa requests to Rome-based Embassies, Consulates or Permanent Representations, on a daily basis;
- Assist FAO staff and international consultants on issuance and renewal of Identity Cards, including proper handling, delivery and collection, as well as their cancellation into GRMS system and submission of “resa denuncia” as appropriate;
- Assist with the training to TAPs assigned on Protocol services provided to FAO staff, Embassies, Permanent Representations and Consultants on a daily basis;
- Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions; prepare draft responses to correspondence and other inquires, including on identity cards, visas and UNLPs email generic accounts;
- Create and maintain the Visa Unit’s filing and reference system; review the efficiency of office procedures and make recommendations for improvements;
- Assist with the logistics of all Director General hospitality arrangements: preparation of lists of invitees, catering arrangements, seating arrangements, preparation and distribution of invitations;
- Draft Note Verbales and other various types of correspondence and memoranda, in English, French, Spanish and Italian, related to the issuance of visas, travel documents and permit of stay;
- Perform other duties as required.
Impact Of Work
The incumbent’s work impacts directly on the smooth and efficient running of the Office. He/ she plays a lead role in the provision of protocol-related services for successful achievement of the organizational unit’s mandate.
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
Minimum Requirements
Education: Secondary School Education
Experience: Four years of relevant experience in office/ management support work
Languages: Working knowledge (Level C) of English and limited knowledge (Level B) of one of the other FAO languages (Arabic, Chinese, French, Russian or Spanish)
IT Skills: Very good knowledge of the MS Office applications, Internet and office technology equipment
Competencies
- Results Focus
- Teamwork
- Communication
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
Technical Skills
- Very good knowledge of communication and documentation standards
- Very good knowledge of corporate computerized financial / travel / human resources systems and administrative procedures and policies
- Very good knowledge of the organizational structure
- Very good knowledge of the organizational structure
- Demonstrated ability to deal with members of the diplomatic community using a high degree of courtesy, tact, discretion and judgement.
- Ability to draft correspondence in required languages
- General knowledge of Protocol
Desirable Qualifications and Skills
Working knowledge of Italian
Assessment
Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.