PROTOCOL OFFICER (CHIEF OF UNIT)

Org. Setting and Reporting

The Economic Commission for Africa's (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063. The mission will be guided by ECA's five strategic directions which are: Advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take a local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues. This position is located in the Publications & Conference Management Section (PCMS) within the Publications Conference and Knowledge Management Division (PCKMD) in the United Nations Economic Commission for Africa (UNECA), Addis Ababa Ethiopia. The incumbent works under the direct supervision of the Chief, Publications & Conference Management Section.

Responsibilities

Within delegated authority, the Protocol Officer (Chief of Unit) will be responsible for the following duties: A. Protocol Services: Planning, implementing, supervising the work of the staff of the protocol, travel, and transport services in ECA by: • Preparing the annual work plan of the entire unit to reflect the service requirements to be delivered during the year in a timely and cost-effective manner and making necessary proposals for enhancing efficiency of services. • Overseeing the work and performance of the protocol and liaison services to staff and other UN Agencies seeking this service from UNECA to settle various matters (administrative, legal, protocol). •Liaising with Government officials at the Ethiopian Ministry of Foreign Affairs, the African Union Commission, UN Agencies, the Main Department for Immigration and Nationality Affairs, other government institutions, international organizations based in Ethiopia, and communicating with the secretariat, its staff, and conference delegates. Also liaising with consular representatives of diplomatic missions to Ethiopian to ensure prompt issuance of relevant visas. •Maintaining various databases with passport details of all staff, their dependents as well as with visa information about the other contract employees; and • Develop strong relationships with the protocol team of the Ministry of Foreign Affairs, local law enforcement and emergency services to ensure safety and swift response during events, especially in the context of high-profile international gatherings. • Promote and ensure cultural competence across all protocol servicing teams by developing and implementing methods that respect and accommodate the diverse cultural backgrounds of dignitaries, member states delegates, participants, etc. This includes providing cultural sensitivity training to staff, ensuring respectful communication and interactions during all official functions, and maintaining awareness of cultural specifics to tailor interactions accordingly. • Overseeing the preparation of unit’s staff individual work plan and backstopping service for the implementation of the performance document, First Reporting Officer, in close consultation with the Second Reporting Officer on all staff members under his/her supervision. • Advises staff on matters related to protocol, visas, privileges and immunities, arranges the issuance and the extension of the validity of Ethiopian Residence ID cards for international staff members and their eligible dependents, as well as extension of multiple visas for other categories of employees, etc. • Provides, in close collaboration with OES and ODS the required protocol support for the official travels of the ES and the DESs and for the visiting dignitaries including the required protocol assistance at the airport on arrival and upon departure. • Organize, in close consultation with the Office of the Executive Secretary, ECA's divisions, the Chief of PCMS, all in-house official protocol functions and special events including receptions, luncheons, and dinners. Prepare schedules for dignitaries visiting the commission upon request from the COES, escorting them to relevant functions to ensure they receive proper attention. Additionally, develop and maintain contact lists and guest lists, adhere to the order of precedence for seating arrangements, and handle other protocol-related matters. This includes the preparation of invitations for official functions, tracking RSVPs, and ensuring close coordination with the above-mentioned stakeholders. B. Administrative Support • Develops and maintains a database with the contacts of foreign Ambassadors, VIP guests, and all embassies in Addis Ababa, including up-to-date contacts of all heads of missions and other relevant contacts. The protocol officer keeps orders of precedence, prepares invitations for official functions, and tracks acceptances and regrets in close consultation with OES. • Submits periodic reports as the events unfold on the implementation status of the Host Country Agreement between ECA and the Ethiopian Government and provides up to-date information to staff members about the operational requirements related to the ECA/Host Country agreements, attends relevant meeting as appropriate. • Plans, coordinates and executes with the Host Country and with other relevant Government offices all protocol and logistical arrangements during the course of conferences, particularly with regard to registration of delegates, liaison with delegations and the organizing committee of the Host Country, arrival and departure scenarios, opening ceremonies, attending of VIPs, seating arrangements; plans and organizes official luncheons, dinners and other social functions of the Executive Secretary. • Develops a stakeholder engagement strategy to involve more partners in the planning process, ensuring that all necessary resources and expectations are aligned well in advance of events. • Plans and organizes the required protocol and logistic support for the participants in the conferences, meetings and other events organized at the ECA Conference Centre including hotel accommodation, visas on arrival, meet and greet, airport transfers, etc. • Supervises the drafting of all outgoing correspondence, including note verbal’s, letters to various local entities and host authorities, reviews and assigns all incoming correspondences addressed to Protocol. • Ensures that the supervised staff are adequately trained, cross trained, identifying additional training needs to achieve high working standards. • Provide cultural sensitivity training for staff to enhance their interactions with diplomats and dignitaries from diverse backgrounds, ensuring respectful and appropriate communication. • Performs other related duties as required by the Chief of Section and Director of Division. • Collects and analyzes data to identify trends or patterns and provides insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Performing other duties as required.

Competencies

Professionalism: Ability to demonstrate good writing skills; high standard of accuracy, consistency and faithfulness to the spirit, style and nuances of the original text with a good grasp of the subject matter. Knowledge of a broad range of subjects dealt with by the United Nations, i.e., political, social, legal, economic, financial, administrative, scientific and technical. Ability to use all sources of references, consultation and information relevant to text at hand. Ability to work under pressure and maintain adequate speed and volume of output and deliver clear interpretation on a broad range of subjects. Ability to show a high level of versatility, judgement and discretion. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. The ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. 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. Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

Education

An advanced university degree (Master's degree, or equivalent) in international relations, political science, public administration, business administration, law, or related fields is required. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Job - Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in protocol, external relations or a related area is required. Experience in an international organization and/or the United Nations System is desirable. Work experience in the area of protocol or event management in a multilateral and bilateral protocol setting is desirable. Experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the Secretariat. For the advertised position, fluency in English is required; knowledge of French is desirable. Knowledge of another UN official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Pursuant to section 6.9 of ST/AI/2010/3/Rev. 1, interns, consultants, individual contractors and gratis personnel may not apply for or be appointed to any vacancy in the Professional or higher categories within six months of the end of their current or most recent service. Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. For this position, applicants from the following Member States, which are unrepresented or under-represented in the UN Secretariat as of 31 July 2024, are strongly encouraged to apply: Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, China, Cuba, Democratic People's Republic of Korea, Dominica, Equatorial Guinea, Germany, Grenada, Guinea-Bissau, Hungary, Indonesia, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Libya, Liechtenstein, Malta, Marshall Islands, Micronesia (Federated States of), Monaco, Nauru, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Republic of Korea, Saint Lucia, Saint Vincent and the Grenadines, Sao Tome and Principe, Saudi Arabia, Singapore, Solomon Islands, Somalia, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu. Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.