Protocol Assistant

​Requisition ID: 4960 
Grade: G5 
Country: Austria 
Duty Station: Vienna 
Category: General Service/Admin. Support 
Type of Job Posting: Internal and External
Employment Type: Staff-Full-time
Appointment Type: Fixed Term - 100 series
Indicative Minimum Net Annual Salary: 56,137 EUR 
Application Deadline: 09-Jan-2025, 11:59 PM (Vienna, Austria time)

Vacancy Announcement
This post is for local recruitment only.
Female candidates are encouraged to apply.

ORGANIZATIONAL CONTEXT

The United Nations Industrial Development Organization (UNIDO) is the specialized agency of the United Nations that promotes industrial development for poverty reduction, inclusive globalization and environmental sustainability. The mission of UNIDO, as described in the Lima Declaration adopted at the fifteenth session of the UNIDO General Conference in 2013 as well as the Abu Dhabi Declaration adopted at the eighteenth session of UNIDO General Conference in 2019, is to promote and accelerate inclusive and sustainable industrial development (ISID) in Member States. The relevance of ISID as an integrated approach to all three pillars of sustainable development is recognized by the 2030 Agenda for Sustainable Development and the related Sustainable Development Goals (SDGs), which will frame United Nations and country efforts towards sustainable development. UNIDO’s mandate is fully recognized in SDG-9, which calls to “Build resilient infrastructure, promote inclusive and sustainable industrialization and foster innovation”. The relevance of ISID, however, applies in greater or lesser extent to all SDGs. Accordingly, the Organization’s programmatic focus is structured in four strategic priorities: Creating shared prosperity; Advancing economic competitiveness; Safeguarding the environment; and Strengthening knowledge and institutions.

Each of these programmatic fields of activity contains a number of individual programmes, which are implemented in a holistic manner to achieve effective outcomes and impacts through UNIDO’s four enabling functions: (i) technical cooperation; (ii) analytical and research functions and policy advisory services; (iii) normative functions and standards and quality-related activities; and (iv) convening and partnerships for knowledge transfer, networking and industrial cooperation. Such core functions are carried out in Divisions/Offices in its Headquarters, Regional Offices and Hubs and Country Offices.

The Directorate of Global Partnerships and External Relations (GLO), headed by a Managing Director, is responsible for UNIDO's relations with Member States and all external partners, including through the policymaking organs. It plays a central role for interaction and collaboration with traditional and non-traditional donors; oversees the regional bureaus as well as the network of established field offices, liaison offices and Investment and Technology Promotion Offices.

The Directorate is responsible for the Liaison Offices in Brussels (GLO/BRO), Geneva (GLO/GVO) and New York (GLO/NYO) as well as following Divisions: Policymaking Organs (GLO/PMO), Funding Partner Relations (GLO/FPR), Investment and Technology Promotion Offices and Institutional Partnerships (GLO/ITP), and Regional Bureaus and Field Coordination (GLO/RFO). The Directorate also ensures close coordination and collaboration among the Divisions as well as with organizational entities in all Directorates across the Organization.

The position is located under the Division of Policymaking Organs (GLO/PMO), which is responsible for organizing all sessions of the UNIDO policymaking organs, namely the General Conference and the Industrial Development Board, its subsidiary organ, the Programme and Budget Committee, as well as any other subsidiary bodies and working groups established by those organs. This includes providing advisory and secretariat services to such sessions. The Division functions as the main focal point for liaison with Member State representatives. It therefore establishes, maintains and monitors the Organization's official engagements with Member States.

At the G5 level the incumbent is expected to perform independent and specialized processes focusing on consistent service delivery and support services within the organizational environment and team.  His/her interventions result in process consistency.

The UNIDO Staff Performance Management System reinforces the collaboration within formal units as well as among cross-functional teams. In this context, the incumbent collaborates with his/her supervisor and colleagues, within as well as outside the unit. Within the formal teams, the incumbent may be expected to backstop other team members as required.

FUNCTIONAL RESPONSIBILITIES

Under the supervision of the Director, the Protocol Assistant is responsible for the following key functions:

MAIN DUTIES

Ensure smooth conduct of credentials/accreditations:

• As leading person, coordinate with the Office of the Director General, the Director of the Division of Policymaking Organs (GLO/PMO) and the relevant offices on the events related to the presentation of credentials and the related preparation/arrangements. For any event related required clearance, liaise with the Director of GLO/PMO;
• Liaise and coordinate with the Permanent Missions and Offices of the Permanent Representatives on the various preparation/arrangements related to the presentation of credentials;
• Receive and process the credentials of newly appointed Permanent Representatives, in consultation with the Legal Office and for any related required clearance with the Director of GLO/PMO;
• Process requests related to the accreditations of Permanent Mission staff and update the UNIDO extranet pages reflecting the accredited diplomats to UNIDO accordingly;
• Draft and circulate the UNIDO notes verbales to the Host Country authorities, the respective Permanent Missions and the other Vienna based Organizations’ Protocol Offices, informing on the accreditation, extension or departure of diplomats accredited to UNIDO; and, if applicable, of further Permanent Mission’s staff;
• Ascertain corresponding privileges and immunities in coordination with the Federal Ministry for Europe and International Affairs of Austria. For any related required clearance, liaise with the Director of GLO/PMO.

Prepare/coordinate high-level visits, official ceremonies, conferences and similar events:

• Together with the Office of the Director General, and in consultation with the Director of GLO/PMO, prepare and coordinate the visits of high-level dignitaries to the Director General;
• In consultation with the Director of GLO/PMO, liaise and coordinate with the Permanent Missions and/or relevant official institutions on the arrangements for visits of high-level officials;
• In consultation with the Director of GLO/PMO, coordinate the participation of high-level dignitaries attending session of the Policymaking Organs and other major events with the Office of the Director General, the regional divisions, relevant Permanent Missions, the Austrian authorities and the United Nations Security and Safety Service (UNSSS);
• Provide protocol guidance to in-house divisions for events hosted by UNIDO (e.g. provide the order of precedence for a possible listing of interventions, arrangements on the podium for official events, etc.). For any required clearances related to such events, liaise with the Director of GLO/PMO;
• For any arrangements of high-level visits taking place in Vienna, but outside of the Vienna International Centre, liaise with the Host Country Protocol Division and the United Nations Security and Safety Service, to provide the required logistics.

Coordinate the arrangements related to protocol matters for the sessions of the policymaking organs:

• Draft correspondences related to protocol matters;
• Draft messages for national days of Member States;
• Screen correspondences and requests from Permanent Missions and prepare draft replies in coordination with relevant offices and in consultation with the Director of GLO/PMO;
• Draft letters for the Director General’s signature on the occasion of farewells of Permanent Representatives accredited to UNIDO;
• Coordinate the correspondence (e.g. condolences letters for the Director General signature) regarding catastrophes and the passing away of high-level dignitaries, and prepare the wording for condolences books, when to be signed by an UNIDO official;
• Monitor and circulate information on chairmanship of regional groups in Vienna within UNIDO and to Vienna-based organizations.

Support the correspondence of the Division of Policymaking Organs:

• Support the Division of Policymaking Organs (GLO/PMO) in obtaining required clearances for official correspondence (e.g.: letters, notes verbales, etc.)_and when required, coordinate with the other in-house divisions accordingly;
• Support GLO/PMO in their finalization of the notes verbales of the Secretariat in coordination with relevant offices and in consultation with the Director of GLO/PMO;
• Support GLO/PMO in their finalization of Information Notes and circulate these to the established list of addresses, when required;
• Maintain and update relevant digital records and online databases.

Respond to requests for information from Permanent Missions, Austrian authorities and internal sources:

• Maintenance of an effective communication channel between the Policymaking Organs Secretariat and internal and external stakeholders on protocol matters, in consultation with the Protocol Officer or Director PMO;
• Liaise with Permanent Missions, the Austrian authorities and internal sources to address requests concerning protocol matters;
• Coordinate with relevant internal and external channels to provide reliable, relevant and high-quality information;
• Follow up with requesters to ensure that all inquiries are responded to as appropriate.

Maintain and update relevant digital records and online databases:

• Maintain and update UNIDO's database information (Infobase) on Permanent Missions;
• Conduct regular follow-ups with Permanent Missions to update the published information regarding the representations of Permanent Missions and contact details;
• Maintain systematic and easily retrievable records of all correspondence, visits, policymaking organs sessions and other events.

Other:

• Perform other duties when necessary as per instructions from the Director of the Division of Policymaking Organs (GLO/PMO).

MINIMUM REQUIREMENTS AND DESIRABLE CRITERIA

Education: Completed higher secondary education (high school diploma or equivalent), is required. Formal experience in the United Nations protocol practices is required.

Technical and Functional Experience

• A minimum of eight (8) years of working experience in a multicultural environment is required.
• Experience in the established United Nations protocol practices is required.
• Good systematic planning ability, organizational and communication skills is required.
• Proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint), internet, is required.

Credit towards total working experience may be considered on a year by-year- basis, up to maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree), in a relevant field to the post.

Languages: Fluency in written and spoken English and French is required. Fluency and/or working knowledge of another official UN language, particularly Spanish, is highly desired.

CORE VALUES AND KEY COMPETENCIES

Core Values

WE LIVE AND ACT WITH INTEGRITY: work honestly, openly and impartially.

WE SHOW PROFESSIONALISM: work hard and competently in a committed and responsible manner.

WE RESPECT DIVERSITY: work together effectively, respectfully and inclusively, regardless of our differences in culture and perspective.

Key Competencies

WE FOCUS ON PEOPLE: cooperate to fully reach our potential –and this is true for our colleagues as well as our clients. Emotional intelligence and receptiveness are vital parts of our UNIDO identity.

WE FOCUS ON RESULTS AND RESPONSIBILITIES: focus on planning, organizing and managing our work effectively and efficiently. We are responsible and accountable for achieving our results and meeting our performance standards. This accountability does not end with our colleagues and supervisors, but we also owe it to those we serve and who have trusted us to contribute to a better, safer and healthier world.

WE COMMUNICATE AND EARN TRUST: communicate effectively with one another and build an environment of trust where we can all excel in our work.

WE THINK OUTSIDE THE BOX AND INNOVATE: To stay relevant, we continuously improve, support innovation, share our knowledge and skills, and learn from one another.

For further information on salaries, refer to the International Civil Service Commission website: https://icsc.un.org/

Employees of UNIDO are expected at all times to uphold the highest standards of integrity, professionalism and respect for diversity, both at work and outside. Only persons who fully and unconditionally commit to these values should consider applying for jobs at UNIDO.

All applications must be submitted online through the Online Recruitment System. Correspondence will be undertaken only with candidates who are being considered at an advanced phase of the selection process. Selected candidate(s) may be required to disclose to the Director General the nature and scope of financial and other personal interests and assets in respect of themselves, their spouses and dependents, under the procedures established by the Director General.

Visit the UNIDO careers site for details on how to apply: https://careers.unido.org/ 

NOTE: The Director General retains the discretion to make an appointment to this post at a lower level.

Notice to applicants:
UNIDO does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. If you have received a solicitation for the payment of a fee, please disregard it. Vacant positions within UNIDO are advertised on the official UNIDO website. Should you have any questions concerning persons or companies claiming to be recruiting on behalf of UNIDO and requesting payment of a fee, please contact: recruitment@unido.org