PROTOCOL ASSISTANT

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support. In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.

For more information, please visit https://rsce.unmissions.org.

This position is in the Office of the Director, Administration of the Regional Service Centre in Entebbe (RSCE). The incumbent reports to the Administrative Officer in the Front Office of the Director RSCE and supports the protocol/diplomatic related duties, coordinate and support official visits of UN High Level Delegations and Senior Management Staff and provide related protocol services to RSCE Staff and various UN Missions in Entebbe, as well as all UN Missions in Africa (Offices of the Special Representatives of the Secretary-General, Chief of Staff, Legal Office; amongst others). S/he also supports the smooth operation of the daily activities of the Protocol Office.

Responsibilities Main Duties and Responsibilities

Within delegated authority, the Protocol Assistant will be responsible for the following duties: 1. Prepare and submit Note Verbales, follow up with Ministry of Foreign Affairs (MOFA) and receipt of response/ documents on the following: - Briefing on accreditation and access issues; as well as arranging and coordinating special needs and requests of visiting dignitaries such as RSCE officials to use the VIP Lounge at Entebbe International Airport/border entry points. - Introduction and registration of new RSCE high level staff members assigned to work in Uganda and brief them about protocol matters and local customs. - Providing support in organizing meetings for major events, liaising with government officials and delegation representatives, schedule appointments with high-ranking official visitors and Director RSCE to meet high Government officials. 2. Assists in liaising with Ministry of Foreign Affairs (MOFA) and drafting of note verbale and receipt/response on following: - Supporting International Staff to obtain proper documentations related to their status in the host country (work permits, dependent passes, specials passes, international/Diplomatic Organization IDs). - Liaison with the Ministry of Internal Affairs regarding issues of the staff visa and lost Passports. - Providing assistance to staff member and their families upon installations, assignment, and reassignment to Uganda, with lost baggage claiming and tracking. 3. Tax exemptions for various UN Entities at Entebbe Support Base (MONUSCO RSCE, OIOS, Ombudsman Office, UNMAS, UNMISS, UNISFA, MINUSCA, Civilian Pre-deployment Training), UN Contractors and Consultants based in Uganda: - Preparing Note Verbales to the Ministry of Foreign Affairs (MOFA) receipt of response/documents on various matters (Duty free clearance of vehicles - Transfer of ownerships of vehicles. - Allocation/cancellations of red number plates for all ESB and tenants - Personal effect of staff checking-in. - Clearance of firearms such weapons and ammunitions. - Clearance for Contingent Owned Equipment (COE) - Clearance for the use of Uganda airspace. - Clearance of medical supplies. - Duty free fuel for UN contractors. - Procurement meeting and handling of documents to relevant offices). 4. Support to MONUSCO staff and clients regarding visa processing: - Prepare Note Verbales to the Embassies requesting for visa for staff travelling on official duties. - Prepare to Whom It May Concern letter in case of non-representation of Embassies in Uganda. - Prepare Note Verbales for cancellations of Passports for Human Remains repatriation. 5. Support to all UN Missions in Africa (SRSGs Office, Chief of Staff, Legal Office; amongst others): - Prepare Note Verbales to MOFA on legal issues (investigation cases). - Prepare Note Verbales for sale/destruction of UN used properties.

6. Drafts routine correspondence (congratulations, condolences, apologies, invitations) for signature.

7. Reviews and maintains the RSCE’s Protocol and VIP lists.

8. Undertakes any additional assignments requested by the Supervisor.

Competencies Professionalism: 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; tailors’ language, tone, style and format to match the 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. Technical training and certification in journalism or broadcasting, communications, public information, or a particular communications medium is an asset. Knowledge and experience in protocol office, budgetary and administrative functions is highly recommended.

Work Experience Minimum of seven (07) years of relevant experience in protocol services, events management or related areas is required.

Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of the local language may be essential.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice - This position is temporarily available for 364. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for 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 [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.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

An impeccable record for integrity and professional ethical standards is essential.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.