Department of Operational Support Protocol Assistant Jobs in Uganda

Department of Operational Support Protocol Assistant Jobs in Uganda

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services, and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented, and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities.

This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.

In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.

This position is in the Office of the Director, of the Regional Service Centre in Entebbe (RSCE). The incumbent reports to the Senior Protocol Assistant in the Front Office of the Director RSCE and provides executive protocol assistance and she/he is responsible for the completion of a variety of specialized activities ensuring the smooth functioning of the day-to-day protocol work, such as providing support in planning, and organizing meetings, conferences, events, and visits; arranging passes, assisting with accreditations procedures.

Responsibilities

Main Duties and Responsibilities

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

Provide support to the Administrative Officer in planning, and organizing meetings, conferences, and events at the Regional Service Centre in Entebbe.

• Schedules conference rooms; prepares invitations.

• Prepares the list of participants, coordinates seating arrangements.

• Arranges security/entry passes; handles other arrangements as required.

• Assembles, copies, and distributes background papers and agenda.

• Inspects conference room to ensure preparation before the meeting and after and works with relevant sections/units to insure satisfactory preparation of facilities.

• Distributes reports or minutes of meetings.

Provide support to the Administrative Officer in organizing various protocol tasks, such as:

• Prepares invitations, coordinate with other offices.

• Assists and support International Staff based in Entebbe to obtain proper documentations related to their status in the host country (work permits, dependent passes, specials pass, international/Diplomatic Organization IDs).

• Liaise with the Ministry of Internal Affairs regarding issues of the staff visa and lost Passports.

• Provides assistance to staff members and their families upon installations, assignment, and reassignment to Uganda, with lost baggage claiming and tracking Updates the supervisor about the status of completion of required procedures.

• Informs the supervisor of any problem that may arise and assist with its resolution.

• Receives all incoming protocol correspondence, documents, condolences and invitations and other receptions.

• Dispatches them to the relevant parties and informs the supervisor.

• Carefully proofreads the letters and notes, which come from the other Sections and makes corrections, as appropriate, to the salutations of the notes, as well as the addresses of the letters.

Assists in liaising with Ministry of Foreign Affairs (MOFA) and drafting of note verbale and receipt/response on following:

• Performs other preliminary checks for accuracy and completeness.

• Drafts notes Verbals, and routine correspondence (Duty free clearances, congratulations, condolences, apologies, invitations) for signature.

• Assists and support all UN Missions in Africa and the United Nations with their requests to the Government of Uganda and the RSCE.

• Organizes and maintains the Mission's Protocol and VIP lists and the filing system.

• Provides explanation of protocol procedures and working methods to staff and relevant parties.

• Undertakes any additional assignments requested by the Supervisor.

Competencies

Professionalism: 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.

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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Builds consensus for task purpose and direction with team members. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcoming.

Education

High school diploma or equivalent is required. Knowledge and experience in protocol office, budgetary and administrative functions is highly recommended.

Work Experience

At least five (05) years of relevant experience in protocol services, events management, or related areas is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable.

How to Apply

For more information and job application details, see; Department of Operational Support Protocol Assistant Jobs in Uganda

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