Protocol Assistant

hace 2 semanas

Santiago de Chile United Nations A tiempo completo

This position is located in the Office of the Secretary of the Commission. The Protocol Assistant reports to Secretary of the Commission.

**Responsibilities**:
Within delegated authority, the Protocol Assistant will be responsible for the following duties:

- Briefs international personnel and their dependents on protocol matters, provides advice and ensures the support required, in compliance with local regulations and protocol.
- Prepares notes verbales informing the Ministry of Foreign Affairs:
a) the appointment of each new staff member of the professional category. Also prepares the form required by the Ministry for the accreditation of the staff member concerned and family members.

b) the cessation of functions of the staff member of the professional category that are leaving ECLAC.

c) any change in the marital status of the staff members of the professional category.
- Prepares notes verbales requesting the Ministry of Foreign Affairs:
a) official visas for staff members, consultants, scholarship holders and their families (including parents, parents-in-law and service personal) and for participants to meetings being held at ECLAC premises in Santiago.

b) identity cards for staff members of the professional category and their families (new and copies in case of loss or robbery) and ensures that are returned to the Ministry of Foreign Affairs when required;
c) authorization to change visa, from official to resident, for the non-Chilean children for the staff members aged more tha 18 years and with the intention to work in the country and also for retired staff members and their families who wish to reside in Chile;
d) authorization to entry Chile without the necessary visa for participants in ECLAC meetings or scholarship holders.
- Negotiates with Government official different kind of problems affecting staff members, scholarshipholders and their families or participans, like loss or robbery of documents, illegal situation in the country, etc. informs the Ministry of Foreign Affairs accordingly and finds the proper solution.
- Responds to queries relating to the above-mentioned area of responsibility;
- Maintains files for each staff member of the professional category.
- Informs the non-Chilean staff members when their visas will be expiring in order to request the renewal on time.

Related to conferences and meetings:

- Responsible for travel arrangements and travel requests for participants invited by ECLAC to attend meetings.
- Responsible for the registration (including acceptance process) and accreditation of participants, including the process of picking up credentials.
- Responsible for preparation of the list of participants.
- Ensure compliance with instructions given by the of the Secretary General regarding ECLAC representation at meetings.
- Explain to ECLAC staff members the provisions and requirements established by the Office of the Secretary General.
- Prepares the answers to invitations received by ECLAC to conferences, seminars, workshops, etc.
- Performs other related duties assigned by the Secretary of the Commission.

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 two-way communication. Tailors' language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Planning and 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.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.

Work Experience

Experience in organizing or facilitating official events or activities of diverse and high-level officials is desirable

Experience interpreting legal and administrative instructions is desirable.

Experience using Enterprise Resource Planning Systems such as SAP is desirable.

Experience using complex meeting and conference management software such as (Indico, Webex,etc) is desirable.

Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a wo

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