Protocol Associate

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.

Duties:

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

• Establishes and maintains contact with relevant Government agencies and Philippine diplomatic community;
• Coordinates and leads processes related to diplomatic IDs (issuing of new, return upon completion of assignment, renewal, and replacement of lost);
• Coordinates and leads processes for issuing Philippine drivers license and its renewal;
• 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;
• Guides staff on documents concerning insurance claims for vehicle accidents;
• Coordinates importation of household goods and personal effects;
• Assists staff in customs tax inquiry if needed;
• Maintains records of staffs’ relevant files;
• Safekeeps and records cash received from staff for LTO processing;
• Ensures that all documents for different matters / areas this position covers are in order before submitting to relevant Government authority;
• Serves as focal person in responding to issues concerning processes on diplomatic immunities and privileges;
• Disseminates note verbales from government agencies;
• Provides support in security related matters for high level visits/events;
• 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;
• Backs up airport assistance for dignitaries and VIPs in customs and immigration and actively provides support during the Regional Committee Meetings;
• 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:

• At least eight years of experience in protocol-related duties including Expatriate support in terms of visa processing, issuance of diplomatic IDs, Import/export/registration of diplomatic vehicle, consular services and airport related duties. Proven experience in interaction with other international organizations, UN organizations, governmental institutions and authorities. Experience in facilitating official ceremonies and visits of officials and designatory.

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.

Language Skills:

Essential:

• Expert knowledge of English.

Source:  https://careers.who.int/careersection/ex/jobdetail.ftl?job=2402660