Protocol Assistant temporary

hace 2 semanas

Santiago, Metropolitana, Chile United Nations A tiempo completo
This position will be temporarily vacant for a period of three months.

This position is located in the Office of the Secretary of the Commission of ECLAC.

Responsibilities:

The Protocol Assistant will contribute with the work of the Office of the Secretary of the Commission and on the implementation of the programme of work and will be responsible for the following duties:

  • Maintains and updates files (electronic and paper) and internal databases (governments, United Nations funds and programmes, intergovernmental organizations and civil society).
  • Reviews and maintains the Mission's Protocol and VIP lists;
  • Identifies the organizational requirements for conferences and meetings and assists in the preparation of documentation and reports for these meetings.
  • Provides support in organising meetings for major events, liaising with government officials and delegation representatives, briefing on accreditation and access issues; as well as arranging and coordinating special needs and requests of visiting dignitaries;
  • Assists in liaising with specialized agencies and intergovernmental organizations including providing information on accreditation procedures and access and information on Host Country requirements;
  • Supports the operation of accreditation centres away from Mission HQ in support of Summits and Conferences;
  • Keeps inform the Ministry of Foreign Affairs about the appointment/transfer/separation of staff members and their family members, consultants, interns and identifies and resolves various issues/problems in matters dealing with their legal status in the country;
  • Participates and contributes to briefings about protocol matters and local customs to newly arrived Protocol personnel;
  • Drafts routine correspondence (congratulations, condolences, apologies, invitations) for signature;
  • Performs other related work as required.
Competencies

  • 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 twoway communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.
  • Planning& Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
Education
High school diploma or equivalent is required.

Work Experience
A minimum of seven (7) years of relevant experience in protocol services, events management or related areas is required.

Experience in registration for conference participants and in organizing high level social events, in person or online is desirable.

Experience working with word processing, spreadsheets, and relevant software packages, as well as in providing administrative support is desirable.

Knowledge on the work of ECLAC's Subsidiary Bodies and Intergovernmental Meetings is desirable.

Experience working with organizations of the civil society is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC.

For the position(s) advertised, fluency in both English and Spanish, oral and written, is required; knowledge of French is desirable.

Knowledge of another official United Nations language is desirable.

NOTE:
'Fluency'' equals a rating of ''fluent'' in all four areas (speak, read, write, and understand) and 'knowledge'' equals a rating of ''confident'' or "fluent' in two of the four areas.

Assessment
Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contacted by the Hiring Manager for further assessment.

Special Notice

  • This position will be temporarily vacant for a period of three months.
  • 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.
United Nations Considerations


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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-lin

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