Protocol Assistant

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Organizational Setting

The Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.

The Governing Bodies Servicing Division (CSG) provides support to the Secretariat of the Conference and the Council, and supports all Governing and Statutory Bodies of FAO. CSG provides Protocol and Meetings services to the Organization.

The Protocol Branch (CSGP) is responsible for providing liaison between the Organization and its Membership on Governing Bodies matters, as well as Conference and Protocol services. The Branch is responsible for servicing the Permanent Representations to FAO, staff and non-staff members on provision of privileges/immunities and entry visas to Italy. It ensures that applicable Protocol is observed in the relations with Members, and in the activities of the Organization.

The post is located in the Protocol Branch (CSGP) of the Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy.

Main Purpose

The Protocol Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.

Supervision Received/Exercised

The Protocol Assistant reports to the Chief of Protocol and receives guidance from the higher -graded Protocol Assistant in the Branch. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.

Working Relationships

The Protocol Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services related to protocol activities.

Key Functions/Results

•    Receive visitors, place and screen telephone calls and respond/advise staff on routine requests for information;
•    Screen and process administrative requests for staff members and Diplomatic Agents concerning privileges such as:
•    tax exemptions, domicile certificates, driving licenses, identity cards, CD and national plates; service passports, ZTL
•    permits, import/export of cars, household goods and other documents as required;
•    Assist in drafting Note Verbales to the Permanent Representation of Italy in order to facilitate entry visas to Italy for staff and non-staff travelers and provide guidance on immigration rules and regulations;
•    Liaise with HR services/SSC on staff member status’ in relation to entitlements;
•    Draft routine correspondence in English, French and/or Spanish and Italian on ad-hoc matters related to privileges;
•    Maintain office statistics, websites, files and records updated on a regular basis;
•    Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions;
•    Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports;;
•    Initiate general administrative tasks in the computerized financial/travel/human resources systems;
•    Research, compile and organize information and reference materials from various sources for reports; manage and update databases for mailing lists and other information; and maintain electronic and paper files;
•    Interact with the other units in CSGP and CSG;
•    Perform other protocol related duties as may be required.

Impact of Work

The incumbent’s work impacts on the timely and efficient delivery of office support services, and on the smooth and efficient running of the Office. He/she plays a lead role in the provision of protocol-related services for the successful achievement of the organizational unit’s mandate.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements
Education: Secondary School Education.
Experience: Three years of relevant experience in office support work.
Languages: Working knowledge (proficient – level C) of English and Italian and limited knowledge (intermediate – level B) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment

Residency: General Service Staff are recruited locally. To be eligible for this position, candidates must be nationals of the country of the duty station or possess an existing visa/work permit, and reside within commuting distance of the duty station at the time of the application. “Commuting distance” means the distance within which staff members can travel daily between their place of work and their residence.

Competencies

•    Results Focus
•    Teamwork
•    Communication
•    Building Effective Relationships
•    Knowledge Sharing and Continuous Improvement

Technical Skills

•    Good knowledge of communication and documentation standards.
•    Good knowledge of corporate computerized financial/travel/human resources systems and administrative procedures and policies.
•    Demonstrated ability to deal with members of the diplomatic community.
•    Ability to draft correspondence in required languages.
•    General knowledge of Protocol and of the Headquarters’ Agreement.

Desirable Qualifications and Skills

•    Good knowledge of the organizational structure.
•    Working knowledge (proficient – level C) of another official FAO language (Arabic, Chinese, French, Russian or Spanish).
•    Demonstrated sensitivity, tact and ability in dealing with confidentiality of sensitive information.

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