Org. Setting and Reporting

The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

This position is located in the Office of the Secretary of the Commission. The Protocol Assistant reports to Secretary of the Commission.

Responsibilities

Within delegated authority, the Protocol Assistant will be responsible for the following duties:
• Briefs international personnel and their dependents on protocol matters, provides advice and ensures the support required, in compliance with local regulations and protocol.

• Prepares notes verbales informing the Ministry of Foreign Affairs:
a) the appointment of each new staff member of the professional category. Also prepares the form required by the Ministry for the accreditation of the staff member concerned and family members.
b) the cessation of functions of the staff member of the professional category that are leaving ECLAC.
c) any change in the marital status of the staff members of the professional category.

• Prepares notes verbales requesting the Ministry of Foreign Affairs:
a) official visas for staff members, consultants, scholarship holders and their families (including parents, parents-in-law and service personal) and for participants to meetings being held at ECLAC premises in Santiago.
b) identity cards for staff members of the professional category and their families (new and copies in case of loss or robbery) and ensures that are returned to the Ministry of Foreign Affairs when required;
c) authorization to change visa, from official to resident, for the non-Chilean children for the staff members aged more tha 18 years and with the intention to work in the country and also for retired staff members and their families who wish to reside in Chile;
d) authorization to entry Chile without the necessary visa for participants in ECLAC meetings or scholarship holders.

• Negotiates with Government official different kind of problems affecting staff members, scholarshipholders and their families or participans, like loss or robbery of documents, illegal situation in the country, etc. informs the Ministry of Foreign Affairs accordingly and finds the proper solution.
• Responds to queries relating to the above-mentioned area of responsibility;
• Prepares correspondence and certificates as required on protocol and specialized tasks that may be of a confidential nature within the assigned area of responsibility. Also prepares drafts of notes verbales addressed to the Ministry of Foreign Affairs dealing with different subjects.
• Maintains files for each staff member of the professional category.
• Informs the non-Chilean staff members when their visas will be expiring in order to request the renewal on time.
Related to conferences and meetings:
• Responsible for travel arrangements and travel requests for participants invited by ECLAC to attend meetings.
• Responsible for the registration (including acceptance process) and accreditation of participants, including the process of picking up credentials.
• Responsible for preparation of the list of participants.
• Ensure compliance with instructions given by the of the Secretary General regarding ECLAC representation at meetings.
• Explain to ECLAC staff members the provisions and requirements established by the Office of the Secretary General.
• Prepares the answers to invitations received by ECLAC to conferences, seminars, workshops, etc.
• Performs other related duties assigned by the Secretary of the Commission.

Competencies

Professionalism: Knowledge of protocol policies, procedures and practices of international organizations; knowledge of the structure of international organizations including the status of all intergovernmental bodies; understanding of the sensitivities involved in dealing with member states and other stake holders, including also senior officials of international organizations and diplomatic community. Knowledge of legal requirements of the host country. Ability to negotiate and public relations skills. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify and exhibits interest in having two-way communication. Tailors’ language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Planning and organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Work Experience

A minimum of 7 years of progressively responsible experience in administrative services and working with intergovernmental meetings is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.

Experience in organizing or facilitating official events or activities of diverse and high-level officials is desirable

Experience interpreting legal and administrative instructions is desirable.

Experience using Enterprise Resource Planning Systems such as SAP is desirable.

Experience using complex meeting and conference management software such as (Indico, Webex,etc) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the position advertised, fluency in English and Spanish is required. Knowledge of Portuguese is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Appointment or assignment against this position is for an initial period of one year.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.