Org. Setting and Reporting

This job opening is located in the Protocol and Liaison Service, Office of the Under-Secretary-General, Department for General Assembly and Conference Management, New York. The Protocol Assistant reports to the Deputy Chief of Protocol.

Responsibilities

Within limits of delegated authority, the Protocol Assistant will be responsible for the following duties: Registration duties: • Together with the Senior Registration Associate (GS7), the Protocol Assistant evaluates applications for registration of delegates and staff from Permanent Missions, Observer Offices, specialized agencies, other stakeholders etc. to attend official calendar meetings and summit / high-level conferences both at UNHQ and abroad; • Formulates requirements for the establishment of registration centres off-site; • Trains and supervises (local) personnel who support operations at the registration site; • Advises member states and other parties on policies that govern registration, and responds to general protocol questions; • Liaises with the UN Safety and Security Service (UNDSS), including the UN Pass and ID Office, on matters involving the issuance of entry permits / passes for meeting participants; • Represents the Protocol and Liaison Service at taskforce meetings to prepare the organization of major conferences and prepares for approval by the Chief of Protocol all requirements to ensure proper registration for the said conferences; • Advises on seating arrangements and liaises with the Meeting Servicing Unit of DGACM accordingly; • Disseminates information on registration procedures and general access to the premises to Permanent Missions and Observer Offices, specialized agencies, private sector parties etc. Protocol duties: • Assembles for the Protocol and Liaison Service the list of High-Level Visitors to UNHQ on a weekly basis; • Co-ordinates special needs for VVIPs who participate in events at UNHQ and abroad; • Escorts dignitaries when required; • Participates in organizing special events (e.g. concerts, exhibits, photo-ops, etc.) when required; • Acts as a back-up to the Assistant to the Chief of Protocol, and undertakes any other duties as assigned; • Prepares presentations and background materials, and undertakes internet research as requested; • Prepares drafts of Notes Verbale to Permanent Missions and Observer Offices, as well as other official communications, for signature by the Chef de Cabinet in accordance with EOSG established procedures; • Supports the Chief of Protocol in coordinating the Secretary-General’s travel programme overseas; prepares drafts of the overview programme, the annotated programme and any other communication that may be needed in support of the Secretary-General’s travel programme; • Liaises with the focal point at the Permanent Mission on matters related to the SG’s programme; liaises with the Resident Coordinator’s office in the country which the SG is visiting on matters related to the logistics support provided to the SG and delegation during the visit etc.; • Performs other general protocol duties as assigned by the Chief of Protocol.

Competencies

Professionalism: Knowledge of protocol policies, procedures and practices of international organizations; knowledge of the structure of international organizations, including the status of all intergovernmental bodies; understanding of the sensitivities involved in dealing with member states and other stake holders, including senior officials of international organizations and the diplomatic community; 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. Technological awareness: Keeps abreast of available technology. Understands applicability and limitations of technology to the work of the office. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven years of experience in protocol, conference support or related area is required. A minimum of one year of experience in protocol, conference support or related area within the United Nations System is required. Experience in organizing high-level events is desirable. Experience with participants registration software tools is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post fluency (both oral and written) in English is required. Knowledge of another official UN language is desirable.

Assessment

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

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. Applicants for positions subject to local recruitment are required to be authorized to work in the country regardless of where they live at the time of applying for the job opening. Selected candidates/staff members will be responsible for any costs related to their travel and relocation in the context of onboarding to report for duty. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. 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.

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.