Protocol Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,366 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting

The position is located within the Liquidation Entity of the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), in Bamako. Under the direct supervision of the Protocol Officer, the incumbent will provide executive protocol assistance and she/he will be 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.

Responsibilities

Within delegated authority, the Protocol Assistant will be responsible for the following duties: • Provides support to the Protocol Officer in planning, and organizing meetings, conferences and events at the entity. • 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 insure satisfactory preparation of facilities. • Distributes reports or minutes of meetings. • Provides support to the Protocol Officer in organizing visits for high-level delegations. • Prepares invitations; coordinates with other offices; assists with organizing communication equipment to UN delegations visiting Liquidation Entity area; assists with accreditations procedures including arranging the presentation of credentials. • 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. • Carefully proofreads 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 Protocol Officer. • Organizes and maintains the Liquidation Entity'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 Protocol Officer.

Competencies

Professionalism: Knowledge of protocol procedures as they apply to the processing of VIP travelers including services and support at the Airport, managing hotel reservation and accommodation, and other applicable support. Ability to work late evening hours independently and without requiring additional supporting resources. 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.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ 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.

Education

High school Education/Diploma is a required.

Job - Specific Qualification

Not available.

Work Experience

At least five (05) years of relevant experience in protocol services in or in support of field operations of the United Nations Common System or a comparable international organization, National or International NGOs, community-based organizations is required.

Languages

English and French are the working languages of the UN secretariat. For the position advertised, fluency in French (both oral and written) is required. Connaissance de l'anglais est souhaitable.

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 within the MINUSMA Liquidation Team until 31 March 2025 subject to budget approval. 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. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.