Regional Service Centre at Entebbe Protocol Assistant Jobs in Uganda

Regional Service Centre at Entebbe 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, Administration of the Regional Service Centre in Entebbe (RSCE).

The incumbent reports to the Administrative Officer in the Front Office of the Director RSCE and supports the protocol/diplomatic related duties, coordinates and supports official visits of UN High Level Delegations and Senior Management Staff and provides related protocol services to RSCE Staff and various UN Entities located in Entebbe, as well as other entities as needed. S/he also supports the smooth operation of the daily activities of the Protocol Office.

Responsibilities

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

Prepare and submit Note Verbales, follow up with Ministry of Foreign Affairs (MOFA) and receipt of responses/documents on the following:

Briefing on accreditation and access issues; as well as arranging and coordinating special needs and requests of visiting dignitaries such as RSCE officials to use the VIP Lounge at Entebbe International Airport/border entry points.

Introduction and registration of new RSCE high level staff members assigned to work in Uganda and brief them about protocol matters and local customs.

Provision of support in organizing meetings for major events, liaison with government officials and delegation representatives, scheduling of appointments with high-ranking official visitors and Director RSCE to meet high Government officials.

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

Supporting International Staff to obtain proper documentations related to their status in the host country (work permits, dependent passes, specials passes, international/Diplomatic Organization IDs).

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

Providing assistance to staff member and their families upon installations, assignment, and reassignment to Uganda, including lost baggage claiming and tracking. 3. Tax exemptions for various UN Entities at Entebbe Support Base (MONUSCO Entebbe, OIOS, Ombudsman Office, UNMAS, UNMISS, UNISFA, MINUSCA, Civilian Pre-deployment Training), UN Contractors and Consultants based in Uganda:

Preparing Note Verbales to the Ministry of Foreign Affairs (MOFA) receipt of response/documents on various matters (Duty free clearance of vehicles: - Transfer of ownerships of vehicles. - Allocation/cancellations of red number plates for all ESB and tenants

- Personal effect of staff checking-in. - Clearance of firearms such weapons and ammunitions. - Clearance for Contingent Owned Equipment (COE) - Clearance for the use of Uganda airspace. - Clearance of medical supplies. - Duty free fuel for UN contractors. - Procurement meeting and handling of documents to relevant offices).

Support to RSCE staff and clients regarding visa processing:

Prepare Note Verbales to the Embassies requesting for visa for staff travelling on official duties.

Prepare to Whom It May Concern letter in case of non-representation of Embassies in Uganda.

Prepare Note Verbales for cancellations of Passports for Human Remains repatriation.

Support to all UN Entities in Africa as needed (SRSGs Office, Chief of Staff, Legal Office; amongst others):

Prepare Note Verbales to MOFA on legal issues (investigation cases).

Prepare Note Verbales for sale/destruction of UN used properties.

Drafts routine correspondence (congratulations, condolences, apologies, invitations) for signature.

Reviews and maintains the RSCE’s Protocol and VIP lists.

Undertakes any additional assignments requested by the Supervisor.

Competencies

Professionalism : Knowledge and experience in protocol office, budgetary and administrative functions. 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.

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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Additional/supplemental training and/or certification in customer service relations /client orientation, administration, or related areas is desirable.

Work Experience

At least seven (07) years of relevant experience in protocol services, events management, or related areas is required.

The minimum year of relevant experience is reduced to five (5) for candidates who possess a first level degree or higher.

Experience working in a multicultural and/or international work environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; a fluency in English is required; knowledge of French is desirable.

How to Apply

For more information and job application details, see; Regional Service Centre at Entebbe Protocol Assistant Jobs in Uganda

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