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Liaison and Protocol Assistant -SC-4 (Service Contract- Local Recruitment)
Liaison and Protocol Assistant -SC-4 (Service Contract- Local Recruitment)
- United Arab Emirates
- Ensure the efficient and smooth day-to-day operation of the office.
- Organising and scheduling appointments
- Complete visa application forms
- Update employee files
- Monitor residence visa expiry and renewal spreadsheet
- Planning meetings and taking minutes, ensuring that action points are being taken *care of and making sure that deadlines of those action points are met
- Making travel arrangements as necessary
- Prepare reports and maintain appropriate filing systems
- Draft letters and correspondence through word processing and creating spreadsheets.
- Distribution of email and other correspondence
- Answer and direct phone calls
- Update and maintain office policies and procedures
- Order office supplies
- Maintain contact lists
- Submit and reconcile expense reports
- Provide general support to visitors (Meet & Greet responsibilities)
- Act as the point of contact for internal colleagues
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Managing the front of the building reception area and maintaining a detailed log of all visitors, staff, and guest in case of security breaches or emergency evacuation.
- Meeting and greeting all visitors, signing them in and out of the visitor’s logbook, issuing visitors badges and informing relevant staff promptly of their arrivals.
- Overseeing all post, courier deliveries and resolving infrastructure issues via close liaison with building maintenance and IT team.
Competencies:
- Professionalism: Knowledge of travel related processing requirements; ability to recognise and act in the face of conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
- Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Planning & Organising: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Eligibility
Candidates must have valid UAE residence visa and Emirates ID and currently reside within UAE.
Qualifications:
Education: High school diploma or equivalent.
Experience: Minimum two years of experience in administration including knowledge of the procedure for visa processes, customs clearance. Familiarity working with various government departments and local authorities is an asset:
Language: Excellent command of written and spoken English and Arabic is required.
Knowledge of another official United Nations language is an advantage.
Other: Excellent PC Skills- proficient in Outlook, Excel, and Word.
Qualified candidates must apply for the above-mentioned vacancy on-line, through IRENA’s recruitment platform, ORC, including a complete and comprehensive CV and a letter of interest and details of three professional references who will be contacted if their application is shortlisted.
Applications from qualified women, especially from nationals of developing countries, are highly encouraged.
Please note that only candidates under serious consideration will be contacted for an interview and will receive notice of the final outcome of the selection process.This page belongs to the Job Offers database.
