Purpose of the post: To support all activities relevant to complying with the procedures set by the Ministry of Foreign Affairs (MOFA), so as to facilitate the adequate completion of all protocol-related processes and ensure the appropriate and timely delivery of required clearances and/or approvals for all manner of requests pertaining to WHO and WHO-affiliated personnel.
Overview of the Programme: The continued transmission of poliovirus in Pakistan is a national emergency. Pakistan is one of two (with Afghanistan) last remaining reservoir of endemic poliovirus transmission in the World. Recently the Polio Eradication Initiative (PEI) Programme has made tremendous progress by reaching and vaccinating persistently missed children and detecting and responding rapidly to the presence of the poliovirus whenever and wherever it is identified. The programme aims to achieve cessation of transmission of Poliovirus from Pakistan by the end of year 2023 through routine and supplementary immunization and high-quality AFP surveillance system. In addition, to reduce morbidity of other EPI target diseases. The programme has a large contingent of personnel throughout the country assisting in the implementation of the activities and for which it is necessary to ensure that they have the appropriate status that enables them to move about freely while carrying out their duties. MOFA is the lead agency with whom UN agencies are expected to engage with. Strictly following established policies and procedures is a requirement for continued facilitation.
Organizational Context: The incumbent is required to use their judgment in applying applicable programme guidelines with adequate degree of flexibility in accordance with the common practice and with no deviation from the established policy frame work. The incumbent is expected to closely liaise contacts within MOFA. Under the direct supervision of the Admin and HR Officer and the overall guidance and supervision of the Program Management Unit lead, the incumbent will be responsible for performing the following duties:
1. Liaise with MOFA officials for protocol requirements in the area of work ensuring proactive resolution of pending tasks, handling unexpected challenges effectively and constructively
2. Collaboratively works with counterparts to achieve results focusing on building close working relations through constant engagement and communication
3. Collaboratively works with counterparts in other UN Agencies to follow-up on matters of mutual concern.
4. Provide pertinent information and guidance to WHO and WHO-affiliated personnel in the preparation and submission of applications, along with the required documentation, to MOFA for the issuance and/or extension of visas and personally follow up with the concerned authorities to ensure that they are issued on a timely basis.
5. Provide pertinent information and guidance to WHO and WHO-affiliated personnel in the submission of applications, along with the required documentation, for the issuance and/or extension of official national documents (e.g. government ID, visa, driver’s license and/or No-Objection Certification) and personally follow up with the concerned authorities to ensure that they are issued on a timely basis.
6. Follow-up and respond to all emerging protocol-related issues and demands with the concerned authorities at MOFA and whenever necessary, in conjunction with relevant officials of other UN entities.
7. Maintain a comprehensive and up-to-date database on the protocol-related status of all WHO and WHO-affiliated personnel to enable adequate tracking and appropriate action to be taken towards ensuring the constant validity of their official UN and/or national documentation.
8. Provide information and guidance to WHO and WHO-affiliated personnel relevant to the supporting documentation required for obtaining visas in their home countries and follow up to ensure that it is made readily available to them whenever necessary.
9. Provide information and guidance to WHO and WHO-affiliated personnel in the submission of visa applications for official travel outside Pakistan and personally follow up with the relevant officials at the concerned Embassies and/or High Commissions to ensure that the visas are issued on a timely basis.
10. Provide information and guidance to WHO and WHO-affiliated personnel for obtaining official UN travel documents as-and-when required and follow up to ensure that the required applications, along with supporting documentation, are submitted on a timely basis.
11. Perform any other duties assigned by the supervisor in accordance with the objectives and deliverables of the Programme Management Unit
Functional Knowledge and Skill:
Knowing and managing yourself
Acts proactively and stimulates action as needed; handles problems effectively and constructively
Demonstrates engagement and ensures own skills and knowledge are continuously updated.
Works collaboratively with team members and counterparts to achieve results; encourages cooperation and builds a rapport; helps others when asked; accepts joint responsibility for the teams’ successes and shortcomings.
Manages stress positively; remains positive and productive even under pressure; does not transfer stress to others.
Demonstrates a positive attitude in working on new projects and initiatives.
Quickly and effectively adapts own work approach in response to new demands and changing priorities
Excellent knowledge of Public Administration and security services.
Excellent interpersonal skills; knowledge of diplomacy and ability to cope with pressures.
Adequate knowledge of UN rules and regulations
University degree in Public Administration, Public Policy, International Relations, Political Science, or other related field.
Special trainings in diplomacy and integrated disciplines will be added advantage
Minimum Two (2) years relevant experience working e.g. working with diplomatic workforce, a UN agency and/or International Organization
Proven experience of engaging with government entities on protocol-related matters.