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Protocol Assistant

Protocol Assistant

Libya

Job Identification

2265

Locations

• Libya

Posting Date

01/31/2022, 03:24 PM

Apply Before

03/01/2022, 11:59 PM

Job Schedule

Full time

Agency

UNDP

Grade

G5

Vacancy Type

Fixed Term

Practice Area

Management

Bureau

Regional Bureau for Arab States

Contract Duration

1 Year with Possibility for extension

Education & Work Experience

High School certificate

Other Criteria

Minimum 5 years (secondary education) or 2 years (Bachelor’s degree) of relevant experience

Required Languages

Fluency in English and Arabic languages.

Vacancy Timeline

4 Weeks

Mobility required/no mobility

no mobility required

Job Description

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP Libya is working rapidly to respond to several crises in Libya by formulating and implementing projects that help stabilize the country and instill trust and confidence amongst communities, and between communities and the government. The UNDP Libya Country Office (CO) has made strong commitments to international donors,  its Libyan counterparts and citizens to help restore and improve public services; enhance the effectiveness and reach of existing public institutions; expand civic engagement and participation in political and development processes; increase economic opportunities in a more diversified economy; strengthen social cohesion, support elections, reconciliation and politic dialogue initiatives; and contribute to stability throughout the country to ensure development gains.

In this context, the UNDP Libya is rapidly responding to the situation in Libya. To this end, the Country Office is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the country. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

Under the guidance of the direct supervision of the Compound Manager, the protocol assistant supports  to issuance of Visas, Exemptions, organization and coordination of shipments and customs clearance, registration of staff, coordination with local authority on space and other administrative matters and other government documentation needed for the office and staff through liaison with government Protocol Office. Also, he/she demonstrates a client-oriented approach, high sense of responsibility, courtesy, tact, and the ability to work with people of different national and cultural backgrounds.

The Protocol Assistant provides protocol liaison and admin services to the operations and programme staff in the CO, Consultants and Experts and UN staff on mission

Duties and Responsibilities

1. Ensures provision of reliable protocol liaison and reliable and secure driving services
2.  Provides support to effective administrative and logistical support
3.  Provides support to office maintenance and assets management, focusing on achievement of the following results:
4. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results

1.) Ensures provision of reliable protocol liaison and reliable and secure driving services, focusing on achievement of the following results:

Example of Duties:

• Meeting official personnel and visitors at the airport and facilitate immigration, security, and customs formalities.
• Support smooth issuance of Visas, Exemptions, organization and coordination of shipments and customs clearance, registration of staff, coordination with local authority on space and other administrative matters and other government documentation needed for the office and staff through liaison with government Protocol Office.
• Support reliable telecommunications through accountability for contracting process facilitation, timely bills, and follow up and settlements with vendors.

2.) Provides support to effective administrative and logistical support, focusing on achievement of the following results:

Example of Duties:

• Organization and receipt of shipments, preparation of all necessary documentation for custom clearance and implementation of follow-up actions.
• Support to Make arrangements of travel and accommodation reservations, preparation of travel authorizations, security clearance, identity cards and other documents for UNDP staff and UNDP guests’ missions to Tripoli;
• Administrative support to conferences, workshops, retreats.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Provide support for internal communications through movement and storage of documents, files and correspondence. Delivery hard copy documentation outside of the organization.
• Assistance in provision of information for audit.

3.) Provides support to office maintenance and assets management, focusing on achievement of the following results:

Example of Duties:

• Maintenance of records on assets management, preparation of reports.
• Maintenance of files and records relevant to office maintenance
• Provision of support to maintenance of common premises and common services

4.) Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Example of Duties:

• Participation in the training for the operations/projects staff on administration.
• Sound contributions to knowledge networks and communities of practice.

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

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area

Name

Definition

Administration and Operations

Registry & correspondence management

Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Administration and Operations

Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration and Operations

Vehicle management

Knowledge of policy & procedures on fleet management

Administration and Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration and Operations

Management of shipments

Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation

Required Skills and Experience

Education:

• Secondary education with specialized training in Admin and protocol is required
• A University degree in Business Administration and other relevant field will be given due consideration

Experience:

• Minimum 5 years (secondary education) or 2 years (Bachelor’s degree) of relevant experience in Protocol, administration or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in handling of web-based management systems is an asset
• Experience with UN system or international organization is desirable
• Fluency in English and Arabic languages.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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