Protocol Assistant

Purpose of the position to facilitate the adequate completion of all protocol-related processes and to ensure the appropriate and timely delivery of required clearances and/or approvals for all manner of requests pertaining to WHO personnel and programme activities.

Under the direct supervision of the Operations Officer, the incumbent will be responsible for performing the following duties:

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

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

b) Introduction and registration of new international staff members assigned to work in Pakistan and brief them about protocol matters and local customs.

c) Provision of support in organizing meetings for major events, liaison with government officials and delegation representatives, scheduling of appointments with high-ranking Government officials.

2. Assist WHO personnel in preparation and submission of required documents to Ministry of Foreign Affairs (MOFA) and/or foreign Embassies for the issuance and/or extension of official documents including:

a) work visas/ work permits, dependent passes;

b) diplomatic/non-diplomatic ID;

c) driver’s license;

d) No-Objection Certificates (NOC) for intra-country official travels.

3. Assist in the preparation and dispatching of supporting documents to WHO personnel needing to obtain visas in their home countries.

4. Assists in liaising with Ministry of Foreign Affairs (MOFA) and drafting of note verbal and receipt/response regarding issues of the staff visa and lost Passports.

5. Support to WHO national and international staff in Pakistan regarding their visa processing:

a) Prepare Note Verbales to the Embassies requesting for visa for staff travelling on official duties;

b) Assist in the submission of online/offline visa applications for staff and their eligible dependents traveling outside Pakistan on official duties;

6. Preparing Note Verbales to the Ministry of Foreign Affairs (MOFA) receipt of response/documents on matters, including:

a) transfer of ownerships of vehicles of WHO international staff in Pakistan;

b) allocation/cancellations of blue & red number plates;

c) personal effect of international staff checking-in;

d) clearance of WHO medical supplies.

7. Facilitate the follow-up of protocol-related applications to be undertaken with the concerned authorities at MoFA including arranging for meetings.

8. Assist in drafting letters and note verbales to ministries and foreign embassies for various purposes in Pakistan.

9. Maintain a database on the protocol-related matters to enable adequate tracking and appropriate action to be taken towards ensuring their constant legitimacy.

10. Support the office, if needed in drafting:

a) Note Verbales to MOFA on legal issues (investigation cases);

b) Note Verbales for sale/destruction of WHO used properties;

c) Routine correspondence (congratulations, condolences, apologies, invitations).

11. Support the BOS unit in Pakistan with issuance of air tickets, making hotel reservations, requesting for security clearances, submitting travel requests (TR). When required, provide logistical support in arranging events under BOS unit including support in issuance of air tickets and hotel reservations, travel requests (TR), security clearances etc.

12. Undertakes any related additional assignments requested by the Supervisor.

Required Competencies: (WHO global Competency model http://www.who.int/employment/WHO_competencies_EN.pdf?ua=1)

• Producing results
• Communication
• Teamwork
• Respecting and promoting individual and cultural differences

Skills:

• Good drafting and communication skills.
• Acts proactively and stimulates action as needed; handles problems effectively and constructively
• Demonstrates engagement and ensures own skills and knowledge are continuously updated.
• Demonstrates a positive attitude.

Requirements:

Education:

• Completion of Secondary education is essential.
• University degree in the related field is an asset.

Experience:

• At least eight years of progressive experience in the related field is essential.
• Proven experience of engaging with government entities on protocol-related matters.
• Experience of working in a multicultural and/or international work environment is desirable.

ADDITIONAL INFORMATION

• Only candidates under serious consideration will be contacted.
• WHO is committed to workforce diversity.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• A written test may be used as a form of screening.
• Appointment of selected candidate will be on Local Individual Contractor Agreement (LICA) issued by the United Nations Office for Project Services (UNOPS) for a period up to three months which is further extendable based on multiple factors including job performance, programme need, and funding availability. LICA is a non-staff contract whereby the signatory has the status of a contractor and not considered in any respect as being a staff member of either the World Health Organization (WHO) or UNOPS. As such, there will be no employer-employee relationship between the signatory and the contracting Organization.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• For information on WHOs operations please visit https://www.who.int