Protocol Officer

Overview

Plan, organize and deliver protocol and liaison services for WHO Office at the EU.

You have:

• University degree (Bachelor's level) in international or public relations, business administration, communication, event management or social sciences.
• At least five years of progressive experience in the areas of protocol support/management, administration/office management and/or corporate event planning in an international environment.
• Expert knowledge of English; Intermediate knowledge of French.
• Demonstrated experience and knowledge of protocol related work in a governmental or international organization or within the UN system.
• Demonstrated ability to produce results and to work effectively under pressure, making decisions and solving problems.

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 74,649 USD and 97,747 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.

OBJECTIVES OF THE PROGRAMME

The Division of the Regional Director (RDD)provides the visionary leadership and, together with BOS, supports the Country Offices and all the other Divisions in the efficient delivery of the EPW through agile transformation and implementing WHO Value Charter. RDD has the overall responsibility for the planning, execution and evaluation of WHO programmes at the regional and country levels and in strengthening the alignment and joint work across the three levels of the organization. It is the safeguard of the WHO Values Charter. It encompasses the enabling functions of resource mobilization and alliances, external relations and communications, and support to governing bodies of the European Region, in addition to organization development, staff development and learning, and transformation. It also specifically includes the representative function of WHO with the institutions of the European Union., the EURO Ombudsman who reports directly and independently to the Regional Director, and the committee on staff health and wellbeing.

The goal of the WHO Representation at the EU (WEU Office) is to promote GPW 13 and EPW priorities by the European Union, focusing on the needs of European Member States and impact of WHO work, and ensuring WHO's future financial sustainability. The WHO Representation to the EU is led by WHO/Europe, yet its work mandate is global. The European Union is a key strategic partner of WHO, due to its importance:

i) as an economic and political union of 27 European countries (500 million EU citizens, 20% of global trade),

ii) for a broad group of WHO Member States in its immediate neighbourhood and beyond,

iii) as a global actor, and

iv) as a major donor.

Due to this overwhelming range of stakeholders - EU and EU-related -Brussels is a central arena of debate, decision making, opinion shaping, influencing, power and funding distribution, visibility and corporate promotion. Brussels is also one of the key centers of global diplomacy, including health. The WEU Office is setting the scene for the establishment of Centre of Excellence for Health Diplomacy. These are activities in which the stakeholders listed above engage on a daily basis.

DESCRIPTION OF DUTIES

To plan, organize and deliver a full range of protocol and liaison services for the WHO Office at the EU (WEU), including but not limited to organizing and supporting high-level visits of WHO senior officials from all levels of the organization to Brussels. To ensure full functioning of the official representation aspects of WEU Office versus the EU and other key partners/donors at the duty station. In addition, as the most senior administrative staff at the WEU Office, to ensure oversight over the administrative and security related aspects of the Office's work.

Key duties:

Protocol function: Organisation of high-level visits, meetings, and events (about 70%)

1. Liaise with the front offices of the WHO senior management committee members (ECO in EURO, WHO Executive Committee in HQ and other relevant Cabinets in ROs) about any high-level visit to the European Union. Cooperate with the relevant security and Protocol units in the EU and the UN to ensure all relevant protocol is set, including the registration of WHO senior team at the Protocol desks.
2. Lead on the development of the programme for planned visits with guidance from WHO senior team in ROs/HQ or Country Office. Plan the required exchanges with the cabinets and counterparts in the EU institutions and other relevant counterparts, supporting to maximise physical and virtual consultations. Ensure the availability of relevant background documentation.
3. Act as focal point for the meetings preparation and coordination of the agenda and full range of logistics, including interpretation.
4. Provide protocol and liaison support to all the stakeholders and delegations to settle various matters (security, administrative, legal, protocol) ahead of high-level exchanges.
5. Take the lead in event management which includes coordinating event logistics, provision of services by external service suppliers and the full range of relevant administrative actions including travel, hospitality, and IT support, working in collaboration with all relevant staff at different office locations.
6. Contribute to the identification, design, formulation and negotiation of high-level events and meetings and related project plans. Liaise with RDD Office as required.

Administrative oversight of the WEU Office administration/operations (about 20%)

1. Coordinate WEU contribution to preparation to EURO biennial programme budget planning, monitoring, and reporting exercises.
2. Maintain an oversight over the financial operations of WEU, provide financial reports and data, bringing key matters to the attention of the WHO Representative.
3. Maintain an oversight over HR related operations and status of WEU staff contracts for both contingent and non-contingent staff, supporting the preparation of post descriptions/TORs as necessary and relevant. In collaboration with HRT/EURO, facilitate the induction for new team members. Act as the focal point for local salary surveys, working with the Local Salary Survey Committee.
4. Act as the focal point for any discussions in relation to the host agreement with the Belgian authorities to ensure a fully operational office space.
5. Act as WHO's focal point in UN exchanges/yearly meetings with Belgian ministries, including the protocol unit of the MOFA, in relation to (updated) rules and procedures and ensure the relevant information is shared with colleagues.
6. Oversee procurement by the WEU Office by contributing to the development of procurement plans and schedules and the development of terms of reference/requests for proposals for key procurement contracts.

Support on FAFA framework to Senior Adviser, WEU(about 10%)

1. When and as assigned by the Senior Adviser, WEU, take part in the EC-UN negotiations on the EC contractual framework through participation in the Multi-agency UN team in Brussels and EC-UN working sessions in liaison with the WHO Comptroller and respective units in HQ and EURO.
2. Support effective sharing of information and capacity building within WHO on FAFA related items and tasks. When and as required, coordinate WHO responses to joint UN initiatives.
3. Identify, build, and maintain effective relationships with UN colleagues and EU representatives through appropriate channels, and represent WHO within defined delegations in regular donor meetings organized by EU.
4. As assigned by supervisor, participate in UN Brussels Team working groups where FAFA related topics and issues arise and ensure compliance with WHO's internal regulations when EC contract templates are under review.

Other

1. Temporarily assume additional duties and functions within the scope and content of the job as assigned by the supervisors.

REQUIRED QUALIFICATIONS

Education

Essential: University degree (Bachelor's level) in international or public relations, business administration, communication, event management or social sciences. Desirable: University degree(Master's level) in any of the above.

Experience

Essential: At least five years of progressive experience in the areas of protocol support/management, administration/office management and/or corporate event planning in an international environment, preferably in working with multigovernmental institutions. Desirable: Relevant experience with WHO and/or other UN agencies. Experience in organizing public relations campaigns/events

Skills

Demonstrated experience and knowledge of protocol related work in a governmental or international organization or within the UN system, especially WHO including experience of working with the Host Government in the context of key level visits, meetings, and/or events. Proven track record of effectively performing in the context of international procedures and administrative practices. Demonstrated analytical skills to conduct independent research and analysis and in situation and risk assessment. Ability to read and interpret complex information accurately and thoroughly. Demonstrated ability to produce results and to work effectively under pressure, making decisions and solving problems. Excellent writing and communication skills. Ability to communicate clearly and effectively with staff/counterparts at all levels. Demonstrated strong organizational skills and ability to approach work in a systematic manner, with good attention to detail. Emotional intelligence: ability to identify and manage one's own emotions, as well as helping others to do the same.

WHO Competencies

Teamwork Respecting and promoting individual and cultural differences Communication Producing results Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French. Desirable: Expert knowledge of Russian, German.

REMUNERATION

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 64,121 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 2399 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test and/or an asynchronous video assessment may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• 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. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.

The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (

https://www.who.int/careers/diversity-equity-and-inclusion

) are strongly encouraged to apply. Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to

reasonableaccommodation@who.int

• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.

• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.

• Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.

• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.

• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at [email protected].

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• For information on WHO's operations please visit: http://www.who.int.

• *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.

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