Protocol Associate (Open to external applicants)

Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)

Tier 2: Staff holding UNDP temporary appointments (TA), personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP

Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

The United Nations Development Programme (UNDP) is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. The Fiji multi-country office covers ten countries including Federated States of Micronesia, Fiji, Kiribati, Republic of the Marshall Islands, Nauru, Palau, Solomon Islands, Tonga, Tuvalu, and Vanuatu as well as provides support to regional initiatives.

Within the Fiji Multi Country Office (MCO) of the UNDP Pacific Office, the Operations Team provides programme with backbone support and services related to finance, procurement, human resources, digital services, travel, and logistics, as well as common services and MCO transactions support.  The team further provides demand driven Common Services to the UN agencies (per agreed procedures). In addition, the team will provide administrative support to UNDP Staff including project personnel on areas such as protocol, visa facilitation, travel, and others.

Under the direct supervision the Adminstrative Analyst, the Protocol Associate supports the implementation and management of protocol strategies, ensuring compliance with UNDP standards, effective stakeholder engagement, and operational coordination.  

The Protocol Associate works in close collaboration with the operations, programme and projects’ staff in the MCO and the government agencies for resolving Protocol and related issues and information exchange.

Duties and Responsibilities

The Protocol Associate works under the general supervision of the Admin Analyst and collaborates closely with HR Analyst.

The Protocol Associate will manage all UNDP-related work permits, exemptions, visa processing, and provide advisory support on protocol matters. This includes timely handling of short-term, educational, volunteer, and long-term permits, ensuring compliance with immigration laws and UNDP policies, maintaining staff and personnel immigration records, and coordinating with stakeholders to ensure smooth operations in a timely manner.

1. Protocol Strategy, Compliance, and Stakeholder Engagement

• Develop and implement protocol strategies and work plans aligned with UNDP standards.
• Draft proposals, briefing notes, and reports on protocol arrangements and issues.
• Ensure compliance with UNDP POPP and SOP.
• Provide guidance to staff on protocol standards and administrative procedures.
• Prepare briefing notes for new staff on immigration formalities and ensure that the information is continuously updated.
• Liaise with the Ministry of Foreign Affairs to ensure adherence to host country agreements and international norms.
• Coordinate with internal and external stakeholders, including government counterparts and UN agencies.
• Promote gender equality and inclusion in protocol processes, including the use of sex-disaggregated data.

2. Operational Support and Coordination

• Provide logistical and administrative support for protocol-related events, official visits, and engagements.
• Coordinate internal and external communications to ensure smooth protocol operations.
• Establish and maintain proper filing and archiving system on SharePoint for protocol related documents for office and personnel files.Ensure timely feedback and follow-up on protocol requests and issues.
• Support inclusive and gender-sensitive practices in all operational aspects of protocol delivery.
• Facilitate in obtaining duty exemptions and clearance of UN consignments and shipments including those for official/project purposes as well as for international staff.

3. Monitoring, Evaluation, and Capacity Development

• Track progress of protocol activities against work plans and performance indicators.
• Support data collection, analysis, and reporting to inform decision-making.
• Contribute to reviews, evaluations, and lessons learned exercises to enhance protocol effectiveness.
• Organize training sessions, workshops, and briefings to build staff capacity on protocol procedures and standards.
• Update and advise on shipments, customs and protocol issues as required.
• Document and share best practices, innovations, and institutional knowledge related to protocol management.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. 

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:

Business Management     

• Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making 
• 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. 
• Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels. 
• Risk Management: Identify and organize action around reducing, mitigating and proactively managing risks
• Partnerships Management: Build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies 

Business Direction & Strategy    

• Strategic Thinking: Develop elective strategies and prioritized plans in line with UNDP’s mission and objectives, based on the systemic analysis of challenges, opportunities and potential risks; link the general vision to reality on the ground to create tangible targeted solutions; learn from a variety of sources to anticipate and effectively respond to both current and future trends; demonstrate foresight.

Partnership Management    

• Relationship Management: Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust, and mutual understanding

Required Skills and Experience

Education:

• Secondary education is required, or  
• University Degree(Bachelor’s degree) in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.

Required skills:

• Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired skills in addition to the competencies covered in the Competencies section:

• Work experience in the area of protocol, UN Executives Offices or event management in a multilateral setting is desirable.
• Experience in interpretation of host country agreements, immigration policies and international protocol standards.
• Skilled in resolving protocol-related issues diplomatically and negotiating solutions with tact and professionalism.
• Demonstrated understanding of cultural norms and practices across Pacific Island nations, with sensitivity to diverse backgrounds
• Proven ability to handle sensitive information with integrity and maintain confidentiality in all protocol matters.
• Proven ability to build and maintain effective working relationships with government officials, diplomatic missions, and international organizations.
• Experience in precedence, titles and forms of address. Flag etiquette and international protocols.
• The incumbent must be proficient in drafting diplomatic notes for transmission to the government officials.
• Familiarity and experience with Fiji’s Ministry of Foreign Affairs and Immigration Department.

Required Languages:

• Fluency in English (Oral and Written) is a requirement.
• Fluency in ITaukei  or Fiji Hindi is a requirement . 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.