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Protocol Associate

Kabul (Afghanistan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Kabul (Afghanistan)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2020-11-24

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Background

UNDP is committed  to support the Government of the Islamic Republic of Afghanistan to ensure that the quality of life for Afghans is substantially improved, as measured by tangible improvements in global indicators of social and economic wellbeing (such as the SDGs, Human Development Index scores). UNDP’s role is to help fortify development outcomes among local communities, government partners, and the private sector, using the SDGs as both a destination and a guide. Through the SDGs, a transformative shift from a war economy to a peace economy is possible, helping the Afghan government to meet its global commitments, its internal targets (such as those set by the Afghanistan National Peace and Development Framework-ANPDF), and, most importantly, the expectations and ambitions of the Afghan people. While this bold vision demands investments from UNDP, among all development actors, UNDP Afghanistan Country Office as a valued partner to the Government of Afghanistan by providing insights on understanding and overcoming multi-dimensional poverty. UNDP’s perspective is that meaningful poverty alleviation requires a different development approach – one that monitors and attempts to affect the systemic interplay of socio-economic factors, regional differences, and shifts in the political economy. To deliver this value proposition, the CO needs to ‘raise the bar’ on its development policy expertise and engage national and local policy makers on disrupting the complex systems contributing to intractable poverty.

This Job Description is part of a new office structure, which is designed to support a more integrated and collaborative way in supporting Afghanistan achieve sustainable development and sustainable peace. The Country Office has aligned the new office structure with the thematic vision of the emerging Country Programme and designed new ways of working that will facilitate more collaboration across the office, create the foundations for more sub-national level work and higher delivery and emphasize learning and support to national staff capacity development.  

In this context, the General Administration Services entrusted  with the following:

·       Administration services 

·       Management of contracted services to UNDP, UNOCA, incl. security contractors 

·       Assets Management 

·       Logistics and Protocol Travel and transport pool 

·       Residential compound management 

·       Maintenance of operations records and service tracking capabilities

Under the guidance and supervision of the Administrative and Common Services Specialist, the Protocol Associate provides travel related services ensuring high quality and accuracy of work in order to obtain the optimum protocol & travel services.

He/she analyzes and interprets rules and guidelines regarding coordination of protocolary processes and provides solutions to a wide spectrum of complex issues related to the residency permits, special dispensations and other visa related issues in close coordination with government counterparts.  The incumbent closely monitors protocolary and travel expenditures and internal cost and ensures their timely and accurate billing, settlement and cost recovery.   The Protocol Associate promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of travel services.    

The Protocol Associate supervises the travel assistant and works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

 

Duties and Responsibilities

Summary of Key Functions:

  • Implementation of Protocol and visa strategies 
  • Travel Management
  • Logistical Services
  • Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of protocol and visa strategies focusing on achievement of the following results:

  • Full compliance with UN/UNDP rules, regulations, policies and strategies in the implementation of  effective internal control, proper design and functioning of a client-oriented travel and visa management system.
  • Full compliance of UN/UNDP rules and regulations, policies and strategies on protocol, shipping and customs.
  • Interprets, reviews and provides advice on protocol and immigration statutes on immunities and privileges, host country agreements, cross border activities.
  • Ensure implementation of cost saving measures through advanced planning and effective organization of daily/weekly schedules of work.
  • Coordination of Visa, Residency arrangements and travel related matters.
  • Prepare and maintain records for efficient and timely cost-recovery of services provided to UNDP projects and agencies
  • Establishment of professional relationship with Government partners, Embassies and travel agencies

2. Ensures proper travel management for UNDP Afghanistan

  • Implementation of the strategic travel including sourcing strategy of travel agent, travel agent selection and evaluation, quality management and customer relationship management.
  • Support program and CO units in developing quarterly travel plans.
  • Develop and implement SoP for travel management for CO, projects and other agencies.
  • Ensure proper use of the ATLAS Travel and Expense module for all UNDP arranged travel. 
  • Ensure timely updating of T&E Dashboard, closing of travel advances and submission of F10s.
  • Perform Approver function on ATLAS T&E module (if required).

3. Ensures organization of logistical services focusing on achievement of the following results:

  • Coordination of travel management and visa process for official missions in and out of the country.
  • Coordination of logistical and security arrangements related to temporary missions and visits.
  • Timely conduction of DSA, Travel Agencies, and hotel surveys.

4. Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

  • Organization of trainings for the operations/ projects staff on protocol and travel.
  • Synthesis of lessons learnt and best practices in protocol and travel.
  • Sound contributions to knowledge networks and communities of practice.

 

Competencies

Core

 

Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation 

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Service Delivery Coordination

Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

Understanding and meeting or exceeding client needs. Anticipating and addressing client needs and concerns.  Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Logistics         

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Building Strategic Partnerships

Ability to maintain and establish networks of contacts in the UN system for general information sharing and to remain up to date on partnership related issues.

 

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

 

Required Skills and Experience

Education:

  • Secondary Education.  
  • University Degree in Business/Public Administration or Economics would be desirable, but it is not a requirement.

Experience:

  • 6 years of progressively responsible administration and travel coordination and management experience is required at the national or international level. 
  • Alternatively, 3 years of relevant experience will suffice if in possession of a Bachelor’s degree.
  • Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.). 
  • Experience in handling of web-based management systems is required.
  • Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas).

Language Requirements:

Good written and spoken English. Dari/Pashtu language will be an advantage.

 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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