Closing date: Friday, 8 March 2024
Organizational Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services, and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions. The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented, and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support. In addition to these services, the Office of the Director RSCE and support offices through the Deputy Director RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management. For more information, please visit https://rsce.unmissions.org. This position is in the Office of the Director, Administration of the Regional Service Centre in Entebbe (RSCE). The incumbent reports to the Administrative Officer in the Front Office of the Director RSCE and supports the protocol/diplomatic related duties, coordinates and supports official visits of UN High Level Delegations and Senior Management Staff and provides related protocol services to RSCE Staff and various UN Entities located in Entebbe, as well as other entities as needed. S/he also supports the smooth operation of the daily activities of the Protocol Office.

Responsibilities

Within delegated authority, the Protocol Assistant will be responsible for the following duties: 1. Prepare and submit Note Verbales, follow up with Ministry of Foreign Affairs (MOFA) and receipt of responses/documents on the following:

Briefing on accreditation and access issues; as well as arranging and coordinating special needs and requests of visiting dignitaries such as RSCE officials to use the VIP Lounge at Entebbe International Airport/border entry points.
Introduction and registration of new RSCE high level staff members assigned to work in Uganda and brief them about protocol matters and local customs.
Provision of support in organizing meetings for major events, liaison with government officials and delegation representatives, scheduling of appointments with high-ranking official visitors and Director RSCE to meet high Government officials. 2. Assists in liaising with Ministry of Foreign Affairs (MOFA) and drafting of note verbale and receipt/response on following:
Supporting International Staff to obtain proper documentations related to their status in the host country (work permits, dependent passes, specials passes, international/Diplomatic Organization IDs).
Liaison with the Ministry of Internal Affairs regarding issues of the staff visa and lost Passports.
Providing assistance to staff member and their families upon installations, assignment, and reassignment to Uganda, including lost baggage claiming and tracking. 3. Tax exemptions for various UN Entities at Entebbe Support Base (MONUSCO Entebbe, OIOS, Ombudsman Office, UNMAS, UNMISS, UNISFA, MINUSCA, Civilian Pre-deployment Training), UN Contractors and Consultants based in Uganda:
Preparing Note Verbales to the Ministry of Foreign Affairs (MOFA) receipt of response/documents on various matters (Duty free clearance of vehicles: - Transfer of ownerships of vehicles. - Allocation/cancellations of red number plates for all ESB and tenants - Personal effect of staff checking-in. - Clearance of firearms such weapons and ammunitions. - Clearance for Contingent Owned Equipment (COE) - Clearance for the use of Uganda airspace. - Clearance of medical supplies. - Duty free fuel for UN contractors. - Procurement meeting and handling of documents to relevant offices). 4. Support to RSCE staff and clients regarding visa processing: eE0w1oF u3Be8
Prepare Note Verbales to the Embassies requesting for visa for staff travelling on official duties.
Prepare to Whom It May Concern letter in case of non-representation of Embassies in Uganda.