Protocol Associate

JOB DESCRIPTION

OBJECTIVES OF THE PROGRAMME

The Administrative Services Unit is responsible for providing operational and administrative support to all regional staff in the areas of travel, transportation, meeting management, assets and inventory tracking and management, registry and logistic services, staff security and safety, building and grounds maintenance and other related services.

DESCRIPTION OF DUTIES

Under the supervision of the Administrative Services Officer and guidance of the Director, Administration and Finance, the incumbent performs the following functions:

1. Establishes and maintains contact with relevant Government agencies and Philippine diplomatic community;
2. Coordinates and leads processes related to diplomatic IDs (issuing of new, return upon completion of assignment, renewal, and replacement of lost);
3. Coordinates and leads processes for issuing Philippine drivers license and its renewal;
4. Coordinates and leads activities related to vehicle selling, import / export, purchase and registration, including controlling memos for ASO's and DAF's approval. Ensures vehicle registrations are up to date;
5. Guides staff on documents concerning insurance claims for vehicle accidents;
6. Coordinates importation of household goods and personal effects;
7. Assists staff in customs tax inquiry if needed;
8. Maintains records of staffs' relevant files;
9. Safekeeps and records cash received from staff for LTO processing;
10. Ensures that all documents for different matters / areas this position covers are in order before submitting to relevant Government authority;
11. Serves as focal person in responding to issues concerning processes on diplomatic immunities and privileges;
12. Disseminates note verbales from government agencies;
13. Provides support in security related matters for high level visits/events;
14. Facilitates exchange of information between WHO and Philippine diplomatic community regarding buying / selling of vehicles and similar major items. Monitors WHO's marketplace on the intranet and proposes further developments and improvements;
15. Backs up airport assistance for dignitaries and VIPs in customs and immigration and actively provides support during the Regional Committee Meetings;
16. Ensures that updated procedures relevant to all duties performed are available to staff upon request and on the intranet.

REQUIRED QUALIFICATIONS
Education

Essential: Equivalent to graduation from secondary school.

Experience

Essential: Eight years of experience in government offices and/or other international organization with protocol related duties.

Skills

Excellent knowledge of existing policies and regulations of the government on protocol related transactions; knowledge of WHO procedures and ability to acquire knowledge, understand and apply WHO policies, rules and regulations. Good interpersonal skills and communication skills. Ability to act with tact, diplomacy and good judgment; ability to analyse and interpret source documentation and data. Ability to draft correspondence fluently. Ability to discern routine from nonroutine. Good computer skills and ability to adapt various software applications. Ability to work harmoniously as member of the team, adapt to diverse educational and cultural backgrounds, and maintain a high standard of personal conduct.

WHO Competencies

Teamwork

Respecting and promoting individual and cultural differences

Communication

Producing results

Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at PHP 886,335 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level
  
• Only candidates under serious consideration will be contacted.
  
• A written test and/or an asynchronous video assessment may be used as a form of screening.
  
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: Some professional certificates may not appear in the WHED and will require individual review.
  
• 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. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
  
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
  
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its staff. Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States ) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to
  
• An impeccable record for integrity and professional ethical standards is essential. WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
  
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
  
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
  
• For information on WHO's operations please visit:
  
• WHO also offers wide range of benefits to staff, including parental leave and attractive flexible work arrangements to help promote a healthy work-life balance and to allow all staff members to express and develop their talents fully.
  
• The statutory retirement age for staff appointments is 65 years. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
  
• Please note that WHO's contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at
  
• This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.
  
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