Administrative Associate (Protocol) at the United Nations Development Programme (UNDP)

The United Nations Development Programme (UNDP) is the United Nations' global development network. It advocates for change and connects countries to knowledge, experience and resources to help people build a better life for themselves. It provides expert advice, training and grants support to developing countries, with increasing emphasis on assistance to the least developed countries. It promotes technical and investment cooperation among nations.

Headquartered in New York City, the status of UNDP is that of an executive board within the United Nations General Assembly. The UNDP is funded entirely by voluntary contributions from UN member states. The organization operates in 177 countries, where it works with local governments to meet development challenges and develop local capacity.

We are recruiting to fill the position below:

Job Title: Administrative Associate (Protocol)

Job Identification: 12472
Location: Abuja, Nigeria
Job Schedule: Full Time
Contract Duration: 1 year with possibility for extension
Vacancy Type: Fixed Term
Practice Area: Effectiveness
Bureau: Regional Bureau for Africa
Grade: G6

Job Description

• The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals.
• A key component of the reform known as the "the efficiency agenda" aims to realize cost avoidance and performance improvement by harmonizing, centralizing and consolidating the use of resources to generate efficiencies in financial and quality terms. 
• As part of this strategy, the United Nations Country Team (UNCT) in Nigeria has agreed to adopt a common Protocol Service under the Business Operations Strategy to streamline quality and coherent protocol services for UN entities in Nigeria. 
• This position is located in the Common Services unit managed by UNDP and reports to the Head of Common Services Unit
• Under the supervision of the UN House Manager, the incumbent of the post will be responsible for handling the protocol issues related to staff travel, work permits, visa and staff privileges.

Impact of Results:

• The key results have an impact on the success of the programmes and activities of the office of the Resident Representative while ensuring the synergy with the Operations and Programmes unit of the CO for efficiency and effectiveness.

Duties and Responsibilities

• Liaise with the relevant Host Country Government entities (Ministry of Foreign Affairs and/or Protocol unit) for troubleshooting of any protocol related matters.
• Assist staff members and their recognized dependents in processing and following up their requests for visas, resident permits and diplomatic identification as well as other necessary related documents in accordance with the requirement of the United Nations and the Host Country.
• Manage Airport Protocol Operations; facilitate airport lounge bookings including meeting and greeting airports in support of departure and arrival of UN officials.
• Arrange airport transfers of high-level officials and key partners and support to expedite customs and immigration procedures as necessary.
• Responsible for issuance of protocol routine correspondence, note verbal, reports in accordance with the Government requirements and standard office procedures.
• Process annual requests for airport passes for senior staff.
• Any other duties assigned by supervisor.

Competencies:
Core:

• Achieve Results - LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
• Think Innovatively - LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously - LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility- LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination - LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
• Engage and Partner - LEVEL 1 Demonstrates compassion/understanding towards others, forms positive relationships.
• Enable Diversity and Inclusion - LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical Competencies:
Thematic Area - Name - Definition:

Business Direction and Strategy - Strategic Thinking:

• Ability to develop effective strategies and prioritized plans in line with UNDP's objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions
• Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP

Business Direction and Strategy - Business Acumen:

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks

Business Management - Operations Management:

• Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

Business Management - Resource Management:

• Ability to allocate and use resources in a strategic or tactical way in line with principles of accountability and integrity

Business Management - Change Management:

• Ability to prepare, support, and help individuals and teams in designing and implementing organizational change

Business Management - Communication:

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Development - Integration within the UN:

• Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

Education
Required Skills and Experience:

• Completion of Secondary Education is required, preferably supplemented by Technical or University courses related to the field of work.

Experience:

• A minimum of six (6) years of relevant work experience in administrative services, office management or related area is required.
• Working experience in or exposure to diplomatic/protocol environment and procedures is required.
• Proficient in computer application programmes, particularly in MS Office;
• Experience in the diplomatic setting or INGO or UN would be an added advantage.

Application Closing Date
4th August, 2023 at 04:59 AM.