Protocol Associate


Organisation:  World Health Organisation

Apply By:  05 Jun . 2017

Location:  New Delhi(Delhi)

Protocol Associate
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Objectives of the programme

The Administrative Services Unit (ASU) provides collaborative, client-focused, quality and results-oriented administrative services to all staff primarily in the Regional Office (RO), but also in the eleven country offices within the South-East Asia Region. The aim is to provide efficient and reliable delivery of comprehensive services in the area of security, building and office services, records and archives, travel and transportation, conference and logistics to staff in order to enable them to carry out their mandate at ease.

Description of duties

Under the direct supervision of the Executive Associate, Travel and Transportation, and broad guidance of the Administrative Services Officer, the incumbent will:

1.  Prepare letters for issuance/renewal of UNLPs, Ministry of External (MEA) ID cards and visas for international staff members and their dependents and follow up with MEA concerning diplomatic privileges and immunities and follows through till issuance

2.  Prepare facilitation letters and manage process at Foreigner Regional Registration Office (FRRO) and MEA for Indian visa extension of International Staff Members, their spouse, dependents, etc.

3.  Prepare Note Verbales for the MEA Protocol Department which request approval for new international professional staff positions.

4.  Liaise and obtain clearance of Indian visas in Ministry of Home Affairs and Ministry of External Affairs for international staff arriving in India.

5.  Maintain records of travel/visas/ID cards of all professional staff and short-term professionals / consultants and alert the staff members well in time for expiry of their visas, ID card validity, etc.

6.  Assist supervisor in liaising with MEA and other government agencies and follow-up with on matters concerning diplomatic privileges and immunities.

7.  Assist in processing requests for sale/purchase, duty/tax free import/export of personal vehicles by international staff, including obtaining/returning UN vehicular registration numbers in close coordination/liaison with MEA.

8.  Assist international staff in issuance of driving licenses from the concerned transport authority, insurance coverage and coordinate any incident involving official/personal vehicles.

9.  Prepare required documentation, request for bids and assist with customs and coordination with baggage removal agents for obtaining and clearance of household goods of international staff arriving or departing India.

10.  Assist international staff members in obtaining membership of duty free purchases through CANZA, as per their requirements.

11.  Assist in airport pass control, police and ministerial matters, immigration office, customs office to facilitate WHO staff.

12.  Provide assistance for any ad hoc requests received for assistance with local Police, MEA, Immigration Office, Customs Office for any official business.

13.  Perform protocol duties for VIPs, as and when assigned by supervisor.

14.  Create and maintain filing systems and ensure updated information. Obtain documents and information from in-house and external sources and perform information search, as required.

15.  Provide backup support within the unit in terms of travel and transportation duties, as required.

16.  Perform other related duties as required or assigned by supervisors.

Required qualifications

Education

Essential: Completion of secondary school education.

Desirable: University degree is an asset. Training in diplomatic and protocol matters.Experience in administrative support services in an international office complex environment.

Experience

Essential: At least six (6) years' experience in clerical/administrative services work.

Desirable: Experience in WHO or in another UN/International organization would be an advantage. Experience with governmental protocol practices and policies, in particular, with the Government of India.

Skills

1.  Thorough knowledge of modern office procedures and practices. The incumbent keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, and WHO.

2.  Ability to effectively liaise with multiple governmental agencies and organizations with tact and discretion.

3.  Effective communications skills, including good ability to draft written complex correspondence, staff announcements, SOPs, protocols and reports.

4.  Ability to think logically and objectively, demonstrating resourcefulness and judgment.

5.  Ability to meet work deadlines in a timely manner and to work independently in a team environment.

6.  Ability to maintain and update knowledge in the use of office technology through in-house courses, on-the-job training and/or self-training.

Other IT skills: Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook, etc.), database management programmes and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.

WHO Competencies

1.  Teamwork

2.  Respecting and promoting individual and cultural differences

3.  Communication

4.  Producing results

5.  Setting an example

Use of Language Skills

Essential: Expert knowledge of English. Expert knowledge of Hindi.

Remuneration

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at INR 965,499 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

 

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