Liaison and Protocol Assistant

Job Description

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under the overall supervision of the Supply Chain Officer and the direct supervision of the National Supply Chain Officer and in coordination with Human Resource Unit, the Liaison Assistant will perform general administrative tasks and liaison of the Privileges and Immunities for the Diplomatic Corps and International Organizations in Uganda. The incumbent will perform the following functions;

Responsibilities

•  Provide support in the facilitation of the required documents for incoming international staff / officials and their qualified dependents.
•  Liaise with the Ministry of Foreign Services to expedite visa application processing of IOM staff and qualified dependents.
•  Prepare necessary documents related to incoming official shipments of the organization to be submitted to the appropriate government agencies.
•  Facilitate the requests for issuance of the airport passes for IOM operations staff and IOM officials.
•  Liaise with appropriate government agencies and Embassies on issuance of local licenses for International Officials.
•  Liaise the issuance of temporary and annual airport passes for eligible staff members of IOM.
•  Photocopy and scan documents for e-filing of documents and submit to HR Unit for Professional staff record purposes.
•  Drive the Chief of Mission to all meetings, conferences, diaspora.
•  Perform other duties as may be assign

Qualifications

Education

•  University degree from an accredited academic institution in Business Administration, Mass Communications, or any related field of study with two years of relevant professional experience; or
•  High School diploma, with four years of relevant professional experience.
•  Valid national driver’s license

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• •  Work experience from a multicultural organization an advantage
  •  Experience with dealing with confidential matters
  •  Commitment, efficiency, self-motivation, creative thinking and strong organizational skills
  •  Flexibility, diplomacy, and good customer relations

•  Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds
•  Knowledge of local driving rules and regulations

Skills

•  Computer literacy including proficiency in MS Office applications

Languages

•  Fluency in English is required (oral and written

IOM’s official languages are English, French and Spanish.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these three values:

•  Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
•  Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct. ecsElgU BIpnb
•  Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
•  Courage: Demonstrates willingness to take a stand on issues of importance.
•  Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – Behavioral indicators (Level 1)

•  Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
•  Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
•  Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
•  Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
•  Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Notes

•  Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
•  This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
•  This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
•  Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
•  IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
•  IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Computer literacy including proficiency in MS Office applications