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OPCW eRecruitment
Protocol Assistant (GS-6)
   
Post Level  GS-6 Closing Date :     10 February 2013 (-2407 days left)
Vacancy Ref  E-ERD/PVB/PA/GS-6/F0162/1/01-13
Branch  Protocol Branch
Division  External Relations Division
Date  11 January 2013
 
Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is for a duration of three years, with a six-month probationary period.
The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.
 
 Principal Functions  Requirements

Under the supervision of the Head, Protocol and Visa Branch, the incumbent performs the following duties:

a) Assistance with Protocol Matters:
• Make recommendations to the Head of the Branch with respect to arranging and organising all meetings between official visitors and the Director General, or with Delegations and other members of the OPCW; support the arrangement or receptions and other formal ceremonial activities;
• Assist in planning and implementing of daily protocol events, support the arrangement of receptions, lunches, dinners and other formal or ceremonial activities;
• Assist in organising and supporting meetings between official visitors and the Director-General or with Delegations and other members of the OPCW;
• Provide general protocol assistance and support for EC and CSP meetings, events and ceremonies. (i.e. flag flying etiquette, receiving lines, order of precedence, dress codes, social observations, guest lists for events etc.);
• Maintain and update the OPCW protocol manual;
• Administer the maintenance, publishing and distribution of the OPCW Directory and OPCW Address book. This will include regular updates of contact details, the addition of new contacts, deletion of old contacts, current and accurate forms of address, and photos of all contacts (if required), etc.

b) Administration of OPCW Staff Privileges and Immunities:
• Serve as Branch focal point on the administration of privileges and immunities;
• Make recommendations to the Head of Branch with clarification on related interpretation and implementation practices of the Headquarters Agreement; take part in the meeting convened for such purposes; make ready and submit related reports and back ground papers;
• Ensure that all eligible staff members are informed of their privileges an immunities;
• Assist staff members with regard to their status, rights, privileges, immunities and duties in the light of the Headquarters Agreement and the relevant rules and regulations of the Host Country;
• Process requests of staff members and their families for their registration and the issuance or renewal of MFA Identity Cards;
• Administer the processing of tax exemption, special vehicles registration, Dutch drivers licence applications, tax reimbursements, customs related issues and any other related matters;
• Act as an administrative intermediate in the field of privileges and immunities between staff and authorities of the Host Country, i.e. the Ministries of Foreign Affairs, Finance and Justice, the tax office, customs and the Rijksdienst voor het Wegverkeer ;
• Ensure accuracy of electronic and hard copy information, records and status of staff and their privileges and immunities and ensure quick retrieval of required information;
• Track the expiry dates of documents so as to remind the relevant staff member to initiate action for renewal.

c) Other duties as required
In addition, the protocol assistant will be called upon to provide support and assistance on a wide range of branch functions. Work will be assigned based on the needs and priorities of the protocol and visa requirements of the OPCW. The protocol assistant works in an intercultural team and may be called upon to provide all or some of the duties of the branch. Provides back-up support for colleagues as required.


 Knowledge and Skills

Essential:
• High School Diploma or equivalent diploma of higher secondary education;
• Strong inter-personal skills (communication and negotiation)
• Tact, discretion and accuracy;
• Detail oriented, service delivery and client focus;
• Strong organising, planning and prioritising skills;
• Computer literacy (MS Office applications);
• Ability to work harmoniously with people from various backgrounds in an international environment;
• Knowledge of the Netherlands Ministry of Foreign Affairs’ practice and protocol would be an asset.


Desirable:
• Additional specialised training or education in diplomacy, protocol, law, public or international administration, or privileges and immunities matters.

 Experience

Essential:
" Minimum 6 years of experience working in the field of protocol and/or event management.

Desirable:
Knowledge of and/or experience with:
" Policies and procedures on diplomatic privileges and immunities;
" Work experience in (assisting in) the management of administrative processes and procedures;
" Work experience in national government or international organisation.

 Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

 
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions). Net Salary   EUR 45,031
 
CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM.
Interested applicants who are unable to submit an application online at www.opcw.org, due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.