Protocol Associate Vacancy-Job Ref: ECITFAO/0825/202320

Protocol Associate Vacancy-Job Ref: ECITFAO/0825/202320
Rome (Italy)
JOB DESCRIPTION
Organizational Setting
The Governing Bodies Servicing Division (CSG) provides support to the Secretariat of the Conference and the Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization.
The position is located in the Protocol Services branch (CSGP) of CSG at FAO headquarters in Rome, Italy, which acts as liaison between the Organization, the Permanent Representations and the Host Government, and provides administrative services regarding visas, privileges and immunities for staff and accredited Member representations. It ensures that applicable Protocol is observed in the relations with Members and the activities of the Organization, including with regard to meetings of its Governing Bodies.
Main Purpose
The incumbent performs the full range of protocol support-related tasks. S/He ensures quality and consistency of the flow of office work. He/she ensures the smooth flow of office work and information by setting priorities and organizing the day-to-day work. The job role requires in-depth knowledge of protocol related policies, procedures, and practices. The incumbent provides procedural guidance to managers and staff in the division/ branch or location.
Supervision Received/Exercised
The Protocol Associate reports to the Chief of Protocol Services branch. Work is performed autonomously, showing a high degree of initiative and independent judgment. Supervision received is focused on facilitating service delivery. The incumbent effectively organizes and supervises other office support staff and provides relevant guidance and training.
Working Relationships
The Protocol Associate works closely with central units, Permanent Representations, Italian Authorities and external clients, performing and coordinating protocol-related services, and providing procedural guidance and information. Work relations may be on a high organizational level, requiring very good communication skills and experienced handling of issues.
Key Functions/Results
• Review and monitor a large and diversified volume of complex protocol-related correspondence and documentation, often of confidential and sensitive nature; ensure appropriate routing, reply, prioritization, accuracy, consistency, informal translation, and timeliness; bring complex, sensitive or priority issues to the supervisor’s attention.
• Provide information and guidance to staff at all levels within the organizational unit; ensure understanding of intent and deadlines.
• Organize and coordinate the work performed by other office support staff; coordinate activities across the division, including divisional issues, deadlines, and other requests.
• Establish internal procedures and tracking systems for correspondence and documents; verify that work is done in accordance with corporate standards; monitor work progress.;
• Respond to written inquiries and draft responses to non-routine questions, coordinate responses to sensitive enquiries on behalf of the supervisor.
• Liaise with the Office of the Director-General regarding high-level duty travel and preparation of related official documents.
• Assist FAO staff, Permanent Representatives, consultants and Chairpersons of the Council and Conference on visa requirements for duty travel abroad.
• Liaise with FAO Permanent Representations for instructions on issuance of visas for countries that do not have Diplomatic Representations in Rome.
• Receive visitors and telephone calls; handle a large and diversified volume of complex enquiries relying on knowledge of FAO’s policies and procedures regarding issuance and renewal of UN Laissez-Passers, Identity Cards, visa requirements and other stay permits at the Visa Unit Front Desk.
• Prepare relevant Note Verbales in official FAO languages or other official correspondence to Rome-based Embassies, Consulates or Permanent Representations.
• Update the Visa Unit Web site with relevant information and guidelines on visas and travel policies and procedures, on requirements and travel restrictions in the Italian/Schengen area.
• Prepare instructions for the Security Services for the proper handling, delivery and collection of travel documents and visa requests to Rome-based Embassies, Consulates or Permanent Representations on a daily basis.
• Assist FAO staff and international consultants on issuance and renewal of Identity Cards, including proper handling, delivery, and collection,
• Coordinate junior staff as appropriate and deliver training on Protocol services provided to FAO staff, Embassies, Permanent Representations and Consultants on a daily basis.
• Create and maintain the Visa Unit’s filing and reference system; review the efficiency of office procedures and make recommendations for improvements.’
• Assist with the logistics of all Director General hospitality arrangements: preparation of lists of invitees, catering arrangements, seating arrangements, preparation and distribution of invitations.
• Perform other duties as required.
Impact of work
The incumbent’s work impacts directly on the smooth and efficient operations of the Branch. S/He plays a lead role in the coordination and provision of protocol-related services for the successful achievement of the Division’s mandate.
MINIMUM REQUIREMENTS – candidates will be assessed against the following
Education: Secondary School Education.
Experience: Five years of relevant experience in management, general administration, and office support work.
Languages: Working knowledge (proficient – level C) of English, French OR Spanish) and working knowledge (proficient – level C) of Italian
IT Skills: Very good knowledge of the MS Office applications, Internet, and office technology equipment.
Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.
Competencies
• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
Technical Skills
• Thorough knowledge of communication and documentation standards.
• Thorough knowledge of a corporate computerized financial/travel/human resources systems.
• Extent of knowledge of organizational structure, administrative procedures and policies and matters of protocol.
• Extent of experience in providing guidance and supervision to junior General Service staff.
• Ability to draft standard and complex correspondence and to proofread texts/outgoing correspondence and formal documents.
DESIRABLE QUALIFICATIONS AND SKILLS
• Working knowledge (proficient – level C) of one of the other official FAO languages (Arabic, Chinese, French, Russian or Spanish).
Please click on the button below to Apply.