Protocol Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is a prominent organization within the UN Development System, dedicated to sustainable development. Established to serve as the knowledge frontier for sustainable development, UNDP operates in 170 countries, working collaboratively with a vast network of experts and partners. The organization focuses on addressing critical global challenges such as poverty, inequality, and climate change, striving to achieve the Sustainable Development Goals (SDGs). The Fiji multi-country office extends its reach to ten countries, including the Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu, while also supporting regional initiatives. The Operations Team within the Fiji Multi Country Office provides essential support services related to finance, procurement, human resources, digital services, travel, and logistics, ensuring effective program delivery and administrative support for UNDP staff and project personnel.

Job Overview:
The Protocol Associate plays a crucial role in supporting the implementation and management of protocol strategies within the UNDP framework. Reporting directly to the analyst" style="border-bottom: 1px dotted #007bff !important;">Administrative Analyst, the Protocol Associate is responsible for ensuring compliance with UNDP standards and facilitating effective stakeholder engagement. This position requires close collaboration with operations, program, and project staff, as well as government agencies, to address protocol-related issues and facilitate information exchange. The Protocol Associate will manage all aspects of UNDP-related work permits, exemptions, and visa processing, providing advisory support on protocol matters. This includes ensuring compliance with immigration laws and UNDP policies, maintaining accurate immigration records, and coordinating with various stakeholders to ensure smooth operational processes. The role also involves developing protocol strategies, providing logistical support for protocol-related events, and contributing to capacity development initiatives within the organization.

Duties and Responsibilities:
The Protocol Associate's duties encompass a wide range of responsibilities aimed at ensuring effective protocol management. Key responsibilities include:

• Developing and implementing protocol strategies and work plans that align with UNDP standards, drafting proposals, briefing notes, and reports on protocol arrangements.
• Ensuring compliance with UNDP policies and providing guidance to staff on protocol standards and administrative procedures.
• Liaising with the Ministry of Foreign Affairs to ensure adherence to host country agreements and international norms.
• Coordinating logistical and administrative support for protocol-related events and official visits, ensuring smooth operations through effective communication.
• Establishing and maintaining a filing and archiving system for protocol-related documents.
• Tracking progress of protocol activities against work plans and performance indicators, contributing to evaluations and lessons learned exercises.
• Organizing training sessions and workshops to enhance staff capacity on protocol procedures.
• Documenting and sharing best practices related to protocol management, ensuring continuous improvement in processes.

Required Qualifications:
Candidates must possess a secondary education as a minimum requirement, with a university degree in Business Administration, Public Administration, or a related field being advantageous. A minimum of 7 years of progressively responsible administrative or project experience is required for candidates with a high school diploma, while those with a bachelor's degree need at least 4 years of relevant experience. Proficiency in the use of computers and office software packages, particularly MS Word and Excel, is essential. Additionally, candidates should demonstrate experience in protocol management, event management in a multilateral setting, and familiarity with immigration policies and international protocol standards. Strong diplomatic skills and the ability to handle sensitive information with integrity are also crucial.

Educational Background:
The educational background required for this position includes a secondary education as a baseline, with a preference for candidates holding a university degree (Bachelor’s degree) in fields such as Business Administration or Public Administration. While a degree is not mandatory, it is considered an asset that may enhance a candidate's suitability for the role.

Experience:
The position requires a significant level of experience, specifically a minimum of 7 years of progressively responsible administrative or project experience for candidates with a high school diploma. For those with a bachelor's degree, at least 4 years of relevant experience is necessary. This experience should ideally include work in protocol management, event coordination, and familiarity with the workings of UN agencies or similar organizations.

Languages:
Fluency in English, both oral and written, is mandatory for this position. Additionally, proficiency in ITaukei or Fiji Hindi is also required, reflecting the linguistic diversity of the region and the need for effective communication with local stakeholders.

Additional Notes:
The UNDP is committed to equal opportunity employment and values diversity, encouraging qualified applicants from all backgrounds to apply. The organization emphasizes creating an inclusive workplace where all personnel can thrive and contribute to its mission. The position may involve various contract types, and UNDP reserves the right to select multiple candidates from this vacancy announcement. Furthermore, candidates should be aware that UNDP does not charge any fees during the recruitment process, ensuring a fair and transparent hiring process.