Protocol Clerk Vacancy-Job Ref: ACYEUNDP/2301/202411

Protocol Clerk Vacancy-Job Ref: ACYEUNDP/2301/202411
Aden (Yemen)
JOB DESCRIPTION
Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

United Nations Development Programme (UNDP) as a lead agency for managing the common services for the United Nations (UN) agencies in the Republic of Yemen, also renders support to the effective and efficient operations of the UN Humanitarian Air Service (UNHAS) at Aden international airport. Following the recent attack on the newly appointed government and increased security concerns, and in order to reduce the time UN staff spend in the airport, a need to recruit additional staff to manage protocol and travelers’ passports was presented.
Under the direct supervision of the Operations Manager and the overall guidance of the Head of Sub-Office, the Protocol Clerk supports protocol assistant and provides arrival and departure related services to all UN Agencies in Aden and their visiting missions ensuring high quality and efficient services.

The Protocol Clerk will support the Operations Unit to provide timely services to clients and promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of protocol services. The Protocol Clerk also supports the Operations Unit in collaborations with other UN Agencies protocol and visa support staff and UNHAS, UNDSS and other Agencies in Aden to ensure consistent service delivery.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1) Provides support to UNDP/UN Agencies Staff official travel at Aden International Airport focusing on achievement of the following results:
Support and facilitate the departure and arrival on UNHAS flights of UN staff and visiting missions at Aden Airport.
Take responsibility for collecting passports from UN staff, managing departure and arrival immigration processes with sensitivity to the unique requirements and preferences of each individual.
Provide support for the entrance and exit processes of UN Agencies and INGOs staff, recognizing and accommodating the specific needs of diverse individuals, and ensuring a respectful and inclusive atmosphere.
Assist departing UN Agencies and INGOs staff with their travel arrangements, acknowledging and addressing the unique concerns of each individual during the check-in process and interactions with airport security irrespective of their religion, sexual orientation, or ethnicity.
Translate information on the manifest as required by airport authorities.
2) Prepares briefs and updates UN Agencies international staff on protocol related policies focusing on achievement of the following results:

Develop briefs and conduct debriefs for international staff of UN Agencies, offering tailored advice and administrative support to address specific protocol-related matters. Ensure that the guidance provided considers the diverse perspectives and needs of each staff member.
Stay informed about Yemeni Government visa and residence permit requirements, as well as airport protocols. Continuously update and share this information with all staff, considering the diverse backgrounds and individual circumstances of each team member.
Provide support to other protocol-related issues.

3) Handling high-profile delegation missions to Aden:

Support the arrangements for first-class business lounge for diplomatic missions, if needed, upon arrival and departure.
Informing Airport management about high-profile diplomatic visitors/delegations.
Translate manifest and travel documents as deems necessary.
High-profile lounge and bus booking
4) Liaise with Airport operating entities and foster their coordination with the UN agencies:

Collaborate with diverse entities, including airport staff, UNHAS, and national security, to streamline processes and minimize the time spent in the airport for arrivals and departures. Ensure that coordination efforts consider the unique perspectives and needs of all individuals involved.
Assist in organizing the logistics for humanitarian cargo flights, recognizing and addressing any specific requirements or considerations related to gender, ensuring an inclusive and efficient process for all involved.
5.) Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/protocol staff

Competencies:
Core Competencies:

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility : LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion : LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies:

Thematic Area Name Definition
Business Management Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns.
Administration & Operations Documents and records management
Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations
UN travel documents

Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement
Administration & Operations
Management of shipments

Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation
Administration & Operations Events management (including retreats, trainings and meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Administration and Operations Assets management
Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Required Skills and Experience
Education:
Secondary education is required. OR
A university degree in administration or related field will be given due consideration, but it is not a requirement.
Experience:
Minimum of four years (with high school diploma) or one year (with bachelor’s degree) of relevant experience in support services in diplomatic, government, international organizations, or hospitality industry.
Experience on diplomatic protocol-related service in airports and in working with airport authorities in a service minded manner is desired;
Experience on visa support, in a service minded manner is a distinct advantage.
Experience in supporting diplomatic and high-profile delegations within Aden Airport is desired.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desired.
Proficiency in both English and Arabic languages is required.

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