Protocol officer

Volunteering Admin Logistics & Procurement

Overview

Manage protocol requests and government liaison for UNICEF operations in Sudan.

You have:

• Minimum 3 years of experience in protocol management or government liaison, preferably with an international organization.
• Excellent oral and written skills in Arabic and English.
• Demonstrated ability to establish and maintain professional relationships with government authorities.
• Proficiency in Microsoft Office applications (Excel, Word) and database management.
• Familiarity with UNICEF guidelines and relevant government regulations.
• Ability to work in challenging and potentially hazardous conditions, demonstrating flexibility and cultural awareness.
• Knowledge of humanitarian issues and the UN System.
• Experience working in a multicultural team setting.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: • Introductory briefings about the organization and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment; • Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity. • Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal. • Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address; • Access to shared host entity corporate knowledge, training and learning; • Inclusion of the volunteer in emergency procedures such as evacuations; • Leave management; • DSA for official travel, when applicable; • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme; • Investigate misconduct: sharing reports with the UNV; • Provide emergency assistance, e.g. the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g. isolation facilities` services during pandemics).

1. Manage Protocol Requests Oversee the end-to-end processing of all protocol-related requests, Predominantly HAC permits, and provide support with the MFA entry visas, residency permits, and other government-required authorizations. Ensure all requests are prepared accurately, completely, and in compliance with government and UNICEF requirements.
2. Government Liaison Serve as the advocacy and quality assurance focal point with the HAC and Ministry of Foreign Affairs, and other relevant authorities to submit applications, respond to queries, and follow up on pending cases until approvals are secured. Maintain strong, professional relationships to facilitate efficient processing.
3. Documentation & Correspondence Prepare and review all official correspondence in both Arabic and English, ensuring accuracy, completeness, and compliance with the Ministry of Foreign Affairs’ bilingual requirement. Ensure that all letters are signed by the designated UNICEF authorized signatories according to established protocols.
4. Tracking & Monitoring Maintain an up-to-date database of all submitted, pending, and approved requests, with key details such as dates, reference numbers, and follow-up actions. Generate and share regular status updates and reports with management, highlighting bottlenecks or issues requiring escalation.
5. Policy Compliance Ensure that all protocol processes strictly follow UNICEF guidelines, contractual agreements with service providers, and government regulations. Keep management and relevant sections informed of any new rules, procedures, or circulars issued by government bodies.
6. Coordination with Sections Work closely with the Administration, supply, FOE and Programme Sections, as well as the Representative’s Office, to coordinate and prioritize requests based on operational and programmatic needs.
7. Service Provider Oversight Monitor the performance of contracted protocol facilitation service providers, ensuring they meet expected service standards and timelines. Provide feedback, request corrective measures, and escalate performance concerns as needed.
8. Issue Resolution & Escalation advise the Administration section chief on delays or complications in the processing of permits and visas, including initiating high-level engagement where necessary to resolve critical issues.
9. Record Keeping & Archiving Maintain secure and organized records of all protocol-related correspondence, approvals, permits, and related documents, in line with UNICEF’s document retention policies. Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities: • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;• Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Demonstrates Self Awareness and Ethical Awareness • Works Collaboratively with others • Builds and Maintains Partnerships • Innovates and Embraces Change • Thinks and Acts Strategically • Drive to achieve impactful results • Manages ambiguity and complexity

• UN or other international development organization. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel;• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness. • Have affinity with or interest in humanitarian volunteerism as a mechanism for durable development, and the UN System.

UNICEF is currently expanding its operations in different states across the country, and in some states like Port Sudan, Kassala, Gadarif, Wad Madani, Omdurman, Dongola and Atbarah National staff and NUNVs are expected to find accommodation. Road networks are also opening, especially in the Eastern and northern states of the country. There also UNDSS approved flights both UNHAS and other commercial flights providing air services to different states. Sudan is predominantly Muslim country and Alcohol is prohibited; candidate will need to familiarise themselves with the cultural normal of the country. Sudan being a semi desert, the weather is usually hot, but there are several shops and marketplaces usually open for refreshments, cash is usually preferred, and card system doesn’t work in most of the places. Sudan is a unique country and UNICEF is a unique humanitarian organization. It provides for an interesting and enriching learning environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.

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Potential interview questions

Added 7 months ago - Updated 7 months ago - Source: unv.org