COMPLETE OUTLINE
PRINCIPAL FUNCTIONS
Under the supervision of the Head of the Branch,
A. Provide protocol and liaison services to the OPCW (senior management and States Parties)
- Plan and organise hospitality engagements, such as official luncheons, receptions, exhibitions and other social events at the level of Director-General and Deputy Director-General;
- Plan and organise official visits to the OPCW by Heads of State, Heads of Government, Ministers and other high level dignitaries;
- Plan and organise official events, such as conferences, retreats, meetings and other special commemorative ceremonies at the level of Director-General and Deputy Director-General;
- Plan and organise official ceremonies such as the presentation of Letters of Credentials by newly appointed Permanent Representatives and MoU signing ceremonies;
- Administer the OPCW Duty-Free Commissary;
- Liaise with, welcome and escort guests of the Director-General and the Deputy Director-General;
- Ensure the proper maintenance of the OPCW flag inventory (keep it updated, purchase and placement of flags);
- Administer the OPCW official gift inventory;
- Arrange for access to the OPCW Headquarters for all official delegations such as members of the Permanent Missions, the Confidentiality Commission and the Scientific Advisory Board, by issuing official OPCW access badges;
- Provide protocol services at the Centre for Chemistry and Technology as may be assigned;
- Make recommendations, provide advice and assure compliance with international protocol standards throughout the above tasks.
B. Provide protocol services to Executive Council sessions, the annual Conference of the States Parties and major events and conferences hosted by the OPCW
- Support the registration of members of permanent missions and other participants attending Sessions of the Executive Council and the Conferences of the States Parties;
- Administer the accreditation of Representatives to the Executive Council;
- Administer the accreditation of Representatives to the Conferences of the States Parties;
- Prepare and submit the (provisional) List of Participants to the Conference of the States Parties;
- Provide Conference information to participants;
- Oversee the issuance of access badges to participants;
- Support the functioning of the Credentials Committee of the Conference of the States Parties;
- Prepare the Report of the Director-General to the Credentials Committee of the Conference of the States Parties (CSP);
- Prepare the report of the Director-General on the status of Credentials of Representatives of the Members of the Executive Council to the Executive Council (EC).
C. Oversee the administration of protocol-related services
- Provide advice and make recommendations to the Head of Branch on standard operating procedures, working instructions and all other relevant branch functioning rules and guidelines while ensuring compliance of the branch’s work with international protocol guidelines and standards;
- Oversee budget implementation of the branch’s official hospitality and purchase of goods and services expenditure, provide advice and make recommendations to the Head of Branch in that regard;
- Mobilise and guide cross-organisational teams supporting Sessions of the Conference of the States Parties and associated events, such as the annual Victims Remembrance Day and the OPCW-The Hague Award;
- Oversee all procurement-related activities related to the delivery of protocol services and goods while ensuring compliance with the Organisation’s guidelines and procedures in that matter;
- Administer the registry of Letters of Credentials of Representatives to the Executive Council;
- Administer the registry of Letters of Credentials of Representatives to the annual sessions of the Conference of the States Parties;
- Administer and ensures the correct representation of all branch and protocolrelated information on the internet and intranet of the OPCW;
- Administer the aggregated List of Precedence, reflecting the order of precedence of Permanent Representatives to the OPCW;
- Draft official OPCW correspondence including programmes, reports, memos and minutes.
D. Maintain a database with contact details of the Permanent Missions to the OPCW, National Authorities and Representatives to the Executive Council.
- Oversee the functioning and accuracy of the Communications and Address Management Database (COMMA), all maintenance and updating activities and liaise with States Parties and other OPCW divisions in that regard;
- Liaise with Permanent Missions, delegations and National Authorities to ensure the accuracy of the communication notified to the Organisation;
- Maintain up to date information on the composition of Permanent Missions, National Authorities and Executive Council delegations;
- Oversee maintenance and updating of the States Parties country pages on the public website.
E. Provide other duties and responsibilities as assigned.
Education (Qualifications):
Essential:
Advanced University degree (Master Degree or equivalent), in political science international relations, public administration, international law or related field. A first level university degree with qualifying experience may be accepted in lieu of the advanced university degree.
Experience:
Essential:
At least 5 years of progressively responsible experience in the field of diplomacy and international protocol with an advanced degree or 7 years relevant experience with a first level degree.
Desirable:
- Experience in the UN system or other international organisation.
- Exposure to diplomatic relations.
- Experience in planning and organising meetings, conferences or events.
Skills and Abilities (key competencies):
- Excellent communication skills – both written and oral;
- Ability to plan and organise, and to work under pressure;
- Flexibility and problem solving skills;
- Tact, discretion, confidentiality;
- Ability to work in a team and to establish and maintain effective working relationships with people of different national and cultural backgrounds;
- Ability to plan and organise international meetings with participants from governments, inter- and non governmental organisations.
Other Skills:
Language Requirements:
Fluency in English is essential and an ability to conduct negotiations in another official language of the OPCW (Arabic, Chinese, French, Russian and Spanish) is desirable.
