UNDP Jobs - 63739- Travel and Protocol Assistant (Yemeni Nationals On

Travel and Protocol Assistant (Yemeni Nationals Only)

Location :

Sana'a, YEMEN

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

15-Feb-16 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

One Year

Languages Required :

Arabic English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the direct supervision of the Head of Common Services Unit (HoU) and overall supervision and guidance of the Deputy Country Director Operations (DCD/O), the Travel and Protocol Assistant provides travel and protocol related services to UNDP Country Office and other UN Agencies and visiting missions ensuring high quality and accuracy of work. The Travel and Protocol Assistant closely works with, and act as liaison between UNDP and, MOFA, MOI, MOPIC, Immigration Department, and UN Agencies and ensures to provide timely services to clients. The Travel and Protocol Assistant promotes a collaborative, client-focused, quality and results-oriented approach in delivery of travel and protocol services. The Travel and Protocol Assistant works closely and collaborates with other UN Agencies travel support staff, UNHAS, UNDP Operations in the CO to ensure consistent service delivery.

Duties and Responsibilities

Provides timely, consistent, and proactive support to visa, residence permits, diplomatic and non-diplomatic IDs issuance for UNDP/ UN Agencies International Staff official travel focusing on achievement of the following results:

Arrange for entry visas to Yemen for UNDP and other UN Agencies international staff and visiting mission (whenever needed), prepare note verbale and submit to the Ministry of Foreign Affairs (MOFA) or Ministry of Planning and International Cooperation (MOPIC) as applicable, immigration department and makes continuous follow ups ensuring timely issuance of visas;
Arrange for residential permits; and arrange for diplomatic non-diplomatic Identity cards for international staff as and when required;
Alert UNDP and/or other UN Agencies international staff 2 months in advance regarding the expiry of their visas or residence permit and ensure the timely visa extension requests are submitted to MOFA or MOPIC;
Prepares monitoring table showing the status of visas and residence permits, passport details and shares with the HoU, OA and DCD/O on weekly basis. Maintains files of documents related to staff visas and residence permits;
Follow up with the Yemeni authorities and National Security on granting the required security clearances for incoming international staff or visiting mission;
Properly coordinates with Yemeni authorities the arriving and departing UNDP/UN Agencies staff to facilitate smooth arrival and departure process.

Provides timely, consistent, and proactive UNHAS travel support for UNDP/ UN Agencies International Staff official travel focusing on achievement of the following results:

Closely works with UNHAS team and facilitate the departure and arrival of UN international staff and visiting missions at Sana’a Airport;
Prior coordination with airport authorization and submission of travel manifest and passport copies;
Attending airport prior to UNHAS flight arrival and receiving UNDP/UN Agencies and INGOs staff;
Facilitate entrance of UNDP/UN Agencies and INGOs staff through the assigned gates match the arrivals with the already submitted manifest list; and facilitate their check out;
Facilitate the travel of the departing UNDP/UN Agencies and INGOs staff and facilitate their check in and collect travelers passports and match this with airport security and according to the submitted manifest;
Inform pilot of the take off after coordination and approval from airport security;
Resolve any entry visa issues with airport authorities and if necessary other government authorities.

Briefs and updates UNDP/UN Agencies international staff on protocol related policies focusing on achievement of the following results:

Brief/debrief UNDP/UN Agencies international staff on issues relating to protocol including preparation of briefing materials, if required, provision of advice and administrative support;
Sound contributions to knowledge networks and communities of practice;
Familiarize himself/herself with the Yemeni Government visa and residence permit requirements and regularly update and shares information with the staff;
Build and sustain good and cordial relationships with key officials in Government departments involved in immigration formalities;
Assist in representing the UN towards Yemeni Government;
Provide support to other protocol-related issues.

Provide effective administrative and logistical support, focusing on achievement of the following results:

Liaise with UN agencies on their security equipment and AVs importation, and collects data, inventory and shipping documents of such and prepare updated follow up table and shares on weekly basis with HoU, OA and DCD/O;
Prepare note verbale and submit on behalf of UNDP/UN Agencies to concerned Government authorities and closely coordinates with them for the necessary security clearance and approvals and makes continuous follow ups until obtaining so;
Provides any clarification and information, as necessary, to the Government authorities with regard to the imported security equipment and resolve any issues that may arise;
Provide any other support as required.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Focuses on result for the client and responds positively to feedback.

Functional Competencies:

Knowledge Management and Learning;
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.

Development and Operational Effectiveness:

Work prioritization and ability to multitask;
Ability to maintain a high level of confidentiality concerning staff information;
Good interpersonal and communications skills and ability to build good working relationships;
Positive, constructive attitude;
Ability to work and act under pressure with discretion in politically sensitive environment with a minimum of comfort;
Responds positively to critical feedback and differing points of view;
Ready to work independently, under work pressure; and be flexible and willing to work extra hours after regular working time when required;
Ability to work in a multi-cultural team environment with a positive attitude;
Good level of IT skills;
Good negotiation and problem solving skills.

Required Skills and Experience

Education:

Minimum requirement is Secondary Education;
A Degree or Certification in administration or similar is an advantage.

Experience:

4 years of relevant experience in support services in diplomatic, government, international organizations, or hospitality industry; specialized training in protocol services desirable but 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;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

Fluency in both English and Arabic languages required.