Ended Protocol Assistant
Job Posting: 21/Nov/2019
Closure Date: 05/Dec/2019, 10:59:00 PM
Organizational Unit: FNYAR
Job Type: Non-staff opportunities
Type of Requisition: NPP (National Project Personnel)
Grade Level: N/A
Primary Location: Yemen-Sana'A
Duration: 6 Months (Extendable)
Post Number: N/A
IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device
FAO seeks gender, geographical and linguistic diversity in order to best serve FAO Members in all regions.
Qualified female applicants are encouraged to apply.
People with disabilities are equally encouraged to apply.
All applications will be treated with the strictest confidentiality.
FAO's office for Yemen is responsible for developing, promoting, overseeing and implementing agreed strategies for addressing countrywide food, agriculture and rural development priorities under Yemen. It develops and maintains relations with the relevant Ministries at country level. This position is based in FAO Representation in Sanaa, Yemen. The main aim of the FAO country offices, which are headed by an FAO Representative, is to assist governments to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to help develop the agricultural, fisheries and forestry sectors and to use their environmental and natural resources in a sustainable manner.
Under the overall guidance of the FAO Representative (FAOR) and the direct supervision by the Admin Specialist, in close collaboration with all technical and operational units of FAO Yemen and liaising with CPAP when necessary.
Comprehensive Protocol and Liaison knowledge and management system that ensure safety and security of the staff and assets of the organization. Accurate analysis and presentation of information, thoroughly researched and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization of assigned tasks.
Tasks and responsibilities
- Provide timely, consistent, and proactive support to visa, residence permits, diplomatic and non-diplomatic IDs issuance for FAO International Staff
- Facilitate the provision of clearances for FAO inputs in close coordination with Logistics and Procurement Units.
- Arrange for entry visas to Yemen for FAO international staff and visiting mission (whenever needed), prepare note verbales and submit to the Ministry of Foreign Affairs (MOFA) or Ministry of Planning and International Cooperation (MOPIC), etc as applicable, immigration department and makes continuous follow ups ensuring timely issuance of visas;
- Arrange for residency permits; and arrange for diplomatic non-diplomatic Identity cards for international staff as and when required;
- Alert FAO international staff 2 months in advance regarding the expiry of their visas or residency permit and ensure the timely visa extension requests are submitted to MOFA or MOPIC;
- Prepare monitoring table showing the status of visas and residency permits, passport details and shares with the Assistant FAOR (Admin), Head of Operations and FAO Representative on weekly basis. Maintain files of documents related to staff visas and residence permits;
- Follow up with the Yemeni authorities and National Protocol and Liaison Security on granting the required security clearances for incoming international staff or visiting mission;
- Properly coordinate with local authorities the arriving and departing FAO staff to facilitate smooth arrival and departure process.
- Brief/debrief FAO international staff on issues relating to protocol including preparation of briefing materials, if required, provision of advice and administrative support;
- Familiarize himself/herself with the Government requirements to implement FAO’s work and regularly update and shares information with key staff;
- Build and sustain good and cordial relationships with key officials in Government departments involved in permit related formalities;
- Provide support to other protocol-related issues.
- Provide any clarification and information, as necessary, to the Government authorities with regard to the imported security equipment and resolve any issues that may arise (in close coordination with Procurement and Logistics Units);
- Support knowledge building and knowledge sharing in the Country Office;
- Perform any other related duties as assigned by the supervisor
CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING
- High Secondary education with 6 years’ experience or bachelor degree with 3 years’ experience. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement
- Experience on visa support, diplomatic import and export, and diplomatic protocol-related service in a service minded manner is a distinct advantage;
- Fluency of English language, both spoken and written. Arabic proficiency will be a strong asset
- Proven experience in reporting and computer skills.
- National of Yemen.
FAO Core Competencies
- Results Focus
- Building Effective Relationships
- Knowledge Sharing and Continuous Improvement
- Demonstrates commitment to FAO’s mission, vision and value
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Ability to administer and execute administrative processes and transactions
- Ability to extract, interpret, analyze data and resolve operational problems
- Ability to supervise and train support staff
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations
- Strong IT skills, knowledge of GRMS
- Ability to provide input to business processes re-engineering, implementation of new systems
- Consistently approaches work with energy and a positive, constructive attitude
- Experience in support services with diplomatic, government, international organizations, or hospitality industry; specialized training in protocol services desirable but not a requirement
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Experience in handling of web-based management systems.
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
- Remains calm, in control and good humored even under pressure
- Previous working experience in the areas of implementation of the project.
- Work experience in more than one location or area of work
- Extent and relevance of experience in Protocol matters
- Extent and relevance of experience in International Organizations
- Familiarity with the work of the United Nations in Yemen
- FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
- Incomplete applications will not be considered. If you need help please contact: Careers@fao.org
- Applications received after the closing date will not be accepted
- Only language proficiency certificates from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT) will be accepted as proof of the level of knowledge of languages indicated in the online applications
- For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
Candidates are requested to attach a letter of motivation to the online profile.
We encourage applicants to submit the application well before the deadline date.
If you need help, or have queries, please contact: Careers@fao.org