Food and Agriculture Organization of the United Nations, FAO contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
Food and Agriculture Organization of the United Nations, FAO contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to MORE efficient, inclusive, resilient and sustainable agrifood systems, for better production, better nutrition, a better environment, and a better life, leaving no one behind.
FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations
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The Governing Bodies Servicing Division (CSG) provides the Secretariat of the Conference and the Council and supports all Governing and Statutory Bodies of FAO. It houses the Multilingualism expertise of the Organization, delivering corporate language goods and services. CSG also provides Protocol and Meetings services to the Organization and sustains liaison and communication with Members.
The Protocol Services Branch (CSGP ‘acts as liaison between the Organization, the Permanent Representations and the Host Government and provides administrative services regarding visas, privileges and immunities for staff and accredited Member representations. It ensures that the applicable Protocol is observed in the relations with Members and the activities of the Organization.
The position is located in the Protocol Services Branch (CSGP) in the Governing Bodies Servicing Division (CSG) at FAO headquarters in Rome, Italy.
Main Purpose
The Protocol Assistant performs a large variety of routine administrative transactions and office support functions contributing to the smooth and efficient running of the work unit.
Supervision Received/Exercised
The Protocol Assistant reports to the Chief of Protocol and receives guidance from the higher-graded Protocol Assistant in the Branch. He/she acts independently in routine matters. Supervision received is focused on the quality of the work performed and provides for on-the-job learning.
Working Relationships
The Protocol Assistant usually interacts with a wide variety of colleagues within the work unit and with immediate clients within the Organization, providing routine administrative and office support services related to protocol activities.
Key Functions/Results
• Receive visitors, place and screen telephone calls and respond/advise staff on routine requests for information.
• Screen and process administrative requests for staff members and Diplomatic Agents concerning privileges such as: tax exemptions, domicile certificates, driving licenses, identity cards, CD and national plates; service passports, ZTL permits, import/export of cars, household goods and other documents as required.
• Assist in drafting Note Verbales to the Permanent Representation of Italy in order to facilitate entry visas to Italy for staff and non-staff travelers and provide guidance on immigration rules and regulations.
• Liaise with HR services/SSC on staff member status in relation to entitlements.
• Draft routine correspondence in English, French and/or Spanish and Italian on ad-hoc matters related to privileges.
• Maintain office statistics, websites, files and records updated on a regular basis.
• Review, record, distribute and process incoming mail and correspondence; follow-up on pending actions.
• Respond or draft responses to standard/routine correspondence and other communications; use word processing package to produce a wide variety of large, complex documents and reports.
• Initiate general administrative tasks in the computerized financial/travel/human resources systems.
• Research, compile and organize information and reference materials from various sources for reports; manage and update databases for mailing lists and other information; and maintain electronic and paper files.
• Interact with the other units in CSGP and CSG.
• Perform other protocol related duties as may be required
Impact of Work
The incumbent’s work impacts on the timely and efficient delivery of office support services, and on the smooth and efficient running of the Office. He/she plays a lead role in the provision of protocol-related services for the successful achievement of the organizational unit’s mandate.
