Administrative Associate (Protocol) at UNDP

 

Impact of Results

• The key results have an impact on the success of the programmes and activities of the office of the Resident Representative while ensuring the synergy with the Operations and Programmes unit of the CO for efficiency and effectiveness.

Duties And Responsibilities

• Liaise with the relevant Host Country Government entities (Ministry of Foreign Affairs and/or Protocol unit) for troubleshooting of any protocol related matters.
• Assist staff members and their recognized dependents in processing and following up their requests for visas, resident permits and diplomatic identification as well as other necessary related documents in accordance with the requirement of the United Nations and the Host Country.
• Manage Airport Protocol Operations; facilitate airport lounge bookings including meeting and greeting airports in support of departure and arrival of UN officials.
• Arrange airport transfers of high-level officials and key partners and support to expedite customs and immigration procedures as necessary.
• Responsible for issuance of protocol routine correspondence, note verbal, reports in accordance with the Government requirements and standard office procedures.
• Process annual requests for airport passes for senior staff.

Any other duties assigned by supervisor.

Competencies

Core

Achieve Results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1 Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition

Business Direction and Strategy

Strategic Thinking

• Ability to develop effective strategies and prioritized plans in line with UNDP's objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Direction and Strategy

Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Management Operations Management

• Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business Management Resource Management

• Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity

Business Management Change Management

• Ability to prepare, support, and help individuals and teams in designing and implementing organizational change

Business Management

Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Development

Integration within the UN

• Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

Education

Required Skills and Experience

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience

• A minimum of six (6) years of relevant work experience in administrative services, office management or related area is required.
• Working experience in or exposure to diplomatic/protocol environment and procedures is required.
• Proficient in computer application programmes, particularly in MS Office;
• Experience in the diplomatic setting or INGO or UN would be an added advantage.
• QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY