O F F I C E DES N A T I O N S U N I E S A G E N E V E

Bureau du Directeur general

U N I T E D N A T I O N S O F F I C E A T G E N E V A

Office of the Director-General

A:To:

S/C de:Through:

De:From:

Objet:Subject:

MEMORANDUM

Mr. Maryan BaquerotDirector,Division of Administration, UNOG

Aminata DjehnkkoyeChef de Cabinet UNO( Geneve: 8 June 2001

AC ABO Queries Relating to the Chief of Protocol of UNOG

1. With reference to Mr. Warren Sach's memorandum to you of 29 May 2001 on theabove subject, I am providing, as requested, additional information concerning theProtocol and Liaison Service of UNOG. Please note, that the question containedin paragraph 2 (g) of Mr. Sach's memorandum is best responded to by theProgramme Planning and Budget Section of your Division.

2. The Director-General would appreciate your kind assistance in making thisinformation available to the members of the ACABQ, who requested it in respectof the post of Chief of Protocol of UNOG.

The total number and level of protocol staff in the specialized agencies in Genevais presented in Annex I to this memorandum. It should be noted that the Chief ofProtocol of UNOG not only acts as a focal point for the Protocol Offices of thevarious specialized agencies in Geneva, but also regularly provides advice andrequested information to them on all protocol matters, from the application of theUN Flag Code to the type of seating arrangements on the Presidential Podiumsduring their annual executive sessions, to the particularities of the host countryrules and procedures, etc. The Chief of Protocol also collaborates on an ongoingbasis with his counterparts in the specialized agencies in the regular updating andannual publishing of the list of senior officials of all the specialized agencies basedin Geneva. This document is circulated to all Permanent Missions in Geneva.

(b) The United Nations funds and programmes (UNCTAD, Human Rights, ECE,UNHCR, Conference on Disarmament, etc.) do not have protocol services of theirown. Their protocol servicing in its entirety is undertaken by the Chief of ProtocolofUNOG.

(c) Workload indicators for Protocol functions during the last ten years have increasedsignificantly, primarily due to the following main reasons:

• a significant increase in the number of Permanent Missions in Geneva,which grew by 30 in the last decade (see Annex II) and the resultingincrease in their servicing requirements by protocol;

• a considerable and steady increase in the numbers of Heads of State, HeadsW% • °£.Government, Ministers of Foreign Affairs and other dignitaries who

'hawvisited Geneva in the past few years, with 2001 promising to be arecord year (see Annex III);

• an increase in the number of visits to Geneva by the Secretary-General (seeAnnex III);

• a tangible increase in the number of conferences, meetings and othervarious fora at UNOG with high level participation requiring servicing byUNOG Protocol (see Annex IV);

• the evolution in Geneva over the past few years practically of threeseparate Ambassador Corps, i.e., the Permanent Representatives to theUnited Nations in Geneva, the Representatives to the Conference onDisarmament and, though ostensibly separate, the WTO Ambassadors,whose servicing is in great measure also based on consultations with theUNOG Protocol and Liaison Service;

• the considerable expansion of host country relations, a core function ofUNOG protocol, which now include interaction at three distinct levels :Federal, Cantonal and Municipal;

• the constant and rapidly growing part of the work of the Chief of Protocolin servicing of United Nations conferences away from UNOG (see 2dbelow for further details).

(d) The current staffing table of the Protocol and Liaison Service of UNOG, of oneProfessional at the P-5 level and two General service staff, has remained static fordecades, at the very least from the mid-1970s. Yet, in the same time period, theworld has changed in remarkable ways and the nature of the work that UNOGdoes, as well as the breadth of its responsibilities have evolved to a very significantdegree. This has resulted in a considerable expansion of the workload indicatorsof the Protocol and Liaison Service and in the number and nature of the activitiesthat it has to undertake, both its core traditional activities and the new tasks thatit is called upon to perform (please see below).

The fact that the incumbent Chief of Protocol has been at the D-l level from 1April 1987, is a resounding testament to the fact that already at that time, the P-5level of the post was deemed to be inadequate and raising the level of theincumbent Chief of Protocol to D-l was a way to compensate for thisadministrative deficiency. This inadequacy, already evident in 1987, has persistedand, if anything, has become more glaring at the beginning of the 21S| century.Thus, what is actually being requested with the current submission is to rectify anoversight, which has persisted for over fifteen years and to bring the administrativeside into conformity with the reality that exists today. And the reality is that: thefunctions and the responsibilities of the post, as defined by the exigencies of today,have outgrown not only the P-5 level, but the D-l level as well, and clearlycorrespond to the D-2 level; the visiting Heads of State and Government and other

dignitaries expect to be greeted and to interact at the highest possible level; thenature of the contacts and the level of interactions that the Chief of Protocol as theUNOG focal point has at present with host country representatives requires theauthority which is imparted by the D-2 position; it would accurately reflect andconfirm the evolved role of the UNOG Chief of Protocol among the protocolservices of the UN specialized agencies, etc.

The traditional core activities of the Chief of Protocol and* his new widerresponsibilities are described in a number of documents, including in thememorandum of 25 October 2000 to the Secretary-General from the Director-General of UNOG, in the Director-General's statement by videoconference to themeeting of the ACABQ on 29 May 2001 and in the new Job Description of theChief of Protocol of UNOG recently classified by OHRM at the D-2 level.Nevertheless, below are some of the main points extracted from the abovedocuments and presented here in a concentrated way:

Core activities of the Chief of Protocol

The Chief of Protocol of UNOG:has principal responsibility for planning and supervising the full range of protocolservicing of and diplomatic liaison with the Permanent and Observer Missions toUNOG;

initiates, develops and maintains optimum relations with host country authoritiesat the Federal, Cantonal and Municipal levels, provides authoritative advice to theDirector-General on all protocol and host country matters and to the UNspecialized agencies on all UN and general protocol matters and undertakes thefull protocol servicing of the UN funds and programmes based in Geneva;

plans, organizes and coordinates with the relevant Permanent Missions and allrelevant divisions and services at UNOG the preparation of visits to UNOG ofHeads of State, Government, Ministers for Foreign Affairs, parliamentary leadersand other dignitaries;

organizes briefings and site visits for advance teams of Member States, elaborates,in cooperation with the relevant Permanent Missions, programmes for high-levelvisitors to UNOG;

personally attends to high-level visitors, including greeting at the airport andescorting;

ensures the appropriate participation of the Director-General in functions relatedto these visits;

directs the protocol servicing of major international conferences and meetings atUNOG, as well as of meetings away from Geneva, coordinates with the relevantconference secretariat, advises on the optimum protocol arrangements and takes

part when the Secretary-General, the Director-General and/or Heads of State,Government, other dignitaries are participating;

fully organizes and coordinates the visits of the Secretary-General to Geneva andSwitzerland, liaises with all relevant departments and services at UNOG and hostcountry authorities, allocates UN vehicles to the Secretary-General's delegation,closely monitors all official and social appointments, flight schedules, hotelaccommodations, etc. for him and his team;

plans and organizes social functions, suggests menus for official luncheons,dinners and other functions at Geneva or away, suggests guest lists, overseasseating arrangements, receives and escorts guests of the Director-General, of theSecretary-General and his spouse, plans, arranges and decides on the invitationsto major social and cultural functions at UNOG;

provides leadership and general direction to and has full managerial responsibilityfor the operations of the Protocol and Liaison Service and its staff;

represents the Director-General at official ceremonies in and outside Geneva, asnecessary;

supervises the publishing twice per year (in April and September) of the "bluebook" of the Permanent Missions accredited to UNOG.

Increased role of the Chief of Protocol of UNOG

At UNOG, the Protocol and Liaison Service has always carried with it, in additionto its traditional tasks, functions associated with external and host countryrelations, and other substantive contacts with entities outside UNOG. Theseresponsibilities have increased considerably in the last three-four years.

The circle of UNOG's contacts has become wider and the nature of work that theProtocol and Liaison Service is called upon to perform has become more diverseand varied. These changes are a direct function of the rapidly increasing numberof international conferences on the one hand and, on the other, of the evolvingrole of UNOG in the past few years as a centre of political 'know-how' andtechnical expertise, where growing numbers of Heads of State and Government,and Parliamentary leaders come not only to take part in international fora, but alsoto consult about various aspects of the political, social and economic issuesassociated with the political process and good governance practices.

Over the years, the Chief of Protocol of UNOG has increasingly been called uponto provide full protocol preparation and servicing of major UN conferences awayfrom UNOG, among these:

• Vienna: Human Rights Conference (1993);• New York: UN 50th anniversary special commemorative meeting (1995);

• Johannesburg: UNCTAD IX (1996);• Istanbul: Habitat Conference (1996);• Durban: Non-Aligned Summit (1998);• Bangkok: Protocol servicing for UNCTAD X (1999);• New York: Millenium Summit (2000);• Brussels: LDC-TII Conference (2001).

The Chief of Protocol of UNOG has frequently been instructed to ensure theprotocol servicing of the Secretary-General's missions abroad and to accompanythe Secretary-General on such missions. When requested, the Chief of Protocolarranges at no cost to the UN air transportation for the Secretary-General'sofficial travel through contacts which he maintains with high officials in variouscountries.

The work of the Geneva Diplomatic Committee, which serves as a link betweenthe international community and the host country, has taken on a more substantivenature, requiring the Protocol and Liaison Service, as UNOG's principal interfacewith this Committee, to be more proactive and more focused on reporting andinteracting. In addition, the level of officials with whom the Chief of Protocolinteracts on a regular basis has grown and requires an analogous representationfrom UNOG.

(e) The current Chief of Protocol of UNOG has been at the D-l level since 1 April1987. The post has been classified at the P-5 level for as long as records exist, atleast for the last twenty-six years.

(f) During the Conference of LDCs held in Brussels, the Chief of Protocol of UNOGnot only attended the Conference, ensuring its smooth running and the successfulparticipation of the Secretary-General in its work, but also undertook advanceplanning of the key elements of the protocol and logistical side of the preparations,coordinated these preparations with the organizers and the local authorities,provided the required expertise and knowledge and made all the necessaryProtocol arrangements for the Conference.

(g) The Programme Planning and Budget Section of UNOG is best placed to providethe response to this query.

(h) The list of conferences and meetings (of ministerial level or higher only) servicedby UNOG in 1996, 1997, 1998, 1999 and 2000 is presented in Annex IV.

3. Your kind assistance in forwarding the above information to members of theAdministrative Committee on Administrative and Budgetary Questions is greatlyappreciated.

cc: iThe^ecretarypGeneral ?Mr. S. Iqbal Riza (Chef de Cabinet, EOSG)Mr. Vladimir F. Petrovsky (Director-General, UNOG)

ANNEX I

PROFESSIONAL AND GENERAL SERVICES DEALING WITHPROTOCOL MATTERS WITHIN SPECIALIZED AGENCIES *

1. INTERNATIONAL LABOUR OFFICE

- 1 (one) P5- 3 (three) GS

2. WORLD HEALTH ORGANIZATION (WHO)

- 1 (one) P3- 2 (two) GS

3. INTERNATIONAL TELECOMMUNICATION UNION (ITU')

- 1 (one) P4- 1 (one) GS

4. WORLD METEOROLOGICAL ORGANIZATION (WMO)

- 1 (one) P4- 1 (one) P3- 2 (two) GS

5. WORLD INTELLECTUAL PROPERTY ORGANIZATION (WIPO)

- l(one)Dl- 1 (one) P3- 1 (one) P2- 2 (two) GS

6. WORLD TRADE ORGANIZATION (WTO

- l(one)Dl- 2(two)P3- 2(two)GS

Most of these officials are External Relations/ Inter-Agency Affairs Officers and/ or assistant.

aX

X

ooo

(N

<D

I<L>

<4-H

O

COfiO• •—iCOCO

c<DC

CO

co

CO

(-H

(L)

(Dto

O

(Dccd

O

JE0

CO

6c03

Oo

<D-*—»

•3<u

O

CO

O

COCOod

(DPH

<DPH

sx

Oo

ON.ONi— IenH

ui— ifafaO

l-H0o

ooo

ONONON

00ONON

r-ONON

voONONT-H

ONONT— 1

ISlo>

Pers

onalit

o

ONO

OOO

m0

^"0

o

r-o

COC0

td,

T3

C

0)

•*-»

o

"SCDc

0

aV-.

)r00

o

r— 1

O

0

0

0o

o0

o0

CO

C

idXH13

CD-t— i

«•—^

CD

-4— 'Q-i

ecr

eta

ry-G

enera

l o

oo>>

aQ>

Q

o

om

o(N

(NO

• j-O

000

i — i

td00fl 1oCO

cd0)

ffi

cCQ

s, V

ice-P

resi

dents

-1— IGCD

13COCD

OH

0

Om

0

0

r*"iO

0

1 — 1

CO

_4JJCO

_ C

CD

R'CP-.•4— >3&CD

Q13CcdinCD-*— »CO

'S

?fl)s

• ^-(

&,

f^^

\1

(NCO

OOm

m

j-rn

K

(* *i

^^

CO1-,

i

al-H

O

.§COi_i

CO

; i— j

^

ON

O

"*

r^J

^o

00

r-

<utd00

0CO^J| *

Co-4-J

SoCD

00

id§ECD•K

• »— <c

i_iCD

* nl

O

OOI— 1

m

m

0

(N

OO1— t

(NI— 1

piit

aries

• i-H

Qy ,<U

-4— >

0

OS

t^T— 1

00

T-H

vo

^O

o00

0

"«oH

I/I

o'i

.2

Q#

ANNEX IV

MEETINGS SERVICED BY THE UNITED NATIONS AT GENEVAMINISTERIAL-LEVEL PARTICIPATION OR HIGHER

1996

Conference on Disarmament, first part, 22 January - 29 March, UNOG

Governing Council of the United Nations Compensation Commission, fifth specialsession, 5 February, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 26 February - 8 March, UNOG

Commission on Human Rights, fifty-second session, 18 March - 26 April, UNOG

Fourth Review Conference of the States Parties to the Convention on the Prohibition ofthe Development, Production and Stockpiling of Bacteriological (Biological) and ToxinWeapons and on their Destruction - Preparatory Committee, 9-12 April, UNOG

Economic Commission for Europe, fifty-first session, 15-23 April, UNOG

United Nations Conference on Trade and Development, ninth session, 27 April - 11May, Midrand, South Africa

Resumed Session of the Review Conference of the States Parties to the Convention onProhibition and on Use of Certain Conventional Weapons, 22 April - 3 May, UNOG

UNDP/UNFPA Executive Board, annual session, 6 -17 May, UNOG

Conference on Disarmament, second part, 13 May - 28 June, UNOG

Governing Council of the United Nations Compensation Commission, 20th session, 28 -30 May, UNOG

United Nations Conference on Human Settlements (Habitat II), 3-14 June (pre-conference meetings on 1 and 2 June), Istanbul, Turkey

Conference of the Parties to the United Nations Framework Convention on ClimateChange, second session, 8 - 19 July, UNOG

Governing Council of the United Nations Compensation Commission, 21st session, 22 -24 July, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 14-25 October, UNOG

Governing Council of the United Nations Compensation Commission, 22nd session, 14- 16 October, UNOG

Fourth Review Conference of the States Parties to the Convention on the Prohibition ofthe Development, Production and Stockpiling of Bacteriological (Biological) and ToxinWeapons and on their Destruction, 25 November- 13 December, UNOG

Governing Council of the United Nations Compensation Commission, 23rd session, 16 -18 December, UNOG

1997

Conference on Disarmament, first part, 20 January - 27 March, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 25 February - 7 March, Bonn, Germany

Commission on Human Rights, fifty-third session, 10 March - 18 April, UNOG

Fifth meeting of the Parties to the Convention on Migratory Species, includingConference of the Parties (UNEP), 7-16 April, UNOG

Economic Commission for Europe, fifty-second session, 21 - 25 April, UNOG

Governing Council of the United Nations Compensation Commission, 28 - 30 April,UNOG

Conference on Disarmament, second part, 12 May - 27 June, UNOG

Governing Council of the United Nations Compensation Commission, 23 - 25 June,UNOG

Economic and Social Council, substantive session, 30 June - 25 July, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 28 July - 7 August, Bonn, Germany

Conference on Disarmament, third part, 28 July - 10 September, UNOG

Seventh United Nations Conference on the Standardization of Geographical Names, 9 -18 September, Teheran, Islamic Republic of Iran

Conference of the Parties of the United Nations Convention to Combat Desertification,first session, 29 September- 10 October, Rome

Governing Council of the United Nations Compensation Commission, 29 September- 1October, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 20 - 31 October, Bonn, Germany

Conference of the Parties to the United Nations Framework Convention on ClimateChange, third session, 1-12 December, Kyoto, Japan

Governing Council of the United Nations Compensation Commission, 15-17December, UNOG

1998

Conference on Disarmament, first part, 19 January - 27 March, UNOG

Governing Council of the United Nations Compensation Commission, seventh specialsession, 2 February, UNOG

Governing Council of the United Nations Compensation Commission, 24lh session, 9-11 March, UNOG

Commission on Human Rights, fifty-fourth session, 16 March - 24 April, UNOG

Economic Commission for Europe, fifty-third session, 21 - 23 April, UNOG

Preparatory Committee for the 2000 Review Conference of the Parties to the Treaty onthe Non-proliferation of Nuclear Weapons, second session, 27 April - I May, UNOG

Conference on Disarmament, second part, 11 May -26 June, UNOG

World Trade Organization, Ministerial Conference and fiftieth anniversary of themultilateral trading system, 18-20 May, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 2-12 June, Bonn, Germany

UNDP/UNFPA Executive Board, annual session, 8-19 June, UNOG

Conference on the Establishment of an International Criminal Court, 15 June - 17 July,Rome

Governing Council of the United Nations Compensation Commission, 281h session, 29June-1 July, UNOG

Conference on Disarmament, third part, 27 July - 9 September

Governing Council of the United Nations Compensation Commission, 29th session, 21 -23 September, UNOG

Conference of the Parties to the United Nations Framework Convention on ClimateChange, fourth session, 2-13 November, Buenos Aires, Argentina

Conference of the Parties to the United Nations Convention to Combat Desertification,second session, 30 November- 11 December, Dakar, Senegal

Governing Council of the United Nations Compensation Commission, 30th session, 14 -16 December, UNOG

1999

Conference on Disarmament, first part, 19 January - 26 March, UNOG

Governing Council of the United Nations Compensation Commission, 31S| session, 15 -18 March, UNOG

Commission on Human Rights, fifty-fifth session, 22 March - 30 April, UNOG

Economic Commission for Europe, fifty-fourth session, 4-6 May

First Meeting of the States Parties to the Convention on the Prohibition of the Use,Stockpiling, Production and Transfer of Anti-Personnel Mines and on their Destruction, 3- 7 May, Maputo, Mozambique

Conference on Disarmament, second part, 10 May -25 June, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 31 May - 11 June, Bonn, Germany

Governing Council of the United Nations Compensation Commission, 32nd session, 22 -24 June, UNOG

Economic and Social Council, substantive session, 5-30 July, UNOG

Conference on Disarmament, third part, 26 July- 8 September, UNOG

First Annual Conference of the High Contracting Parties to amended Protocol II of theConvention on Certain Conventional Weapons and its preparatory Committee, 9 - 13 or16-20 August, UNOG

Conference of the Parties to the United Nations Framework Convention on ClimateChange, fifth session, 25 October-6 November, Bonn, Germany

Conference of the Parties to the United Nations Convention to Combat Desertification,third session, 15-26 November, Recife, Brazil

2000

Conference on Disarmament, first part, 17 January - 24 March, UNOG

United Nations Conference on Trade and Development, tenth session, 12-19February, Bangkok, Thailand

Governing Council of the United Nations Compensation Commission, 351h session, 4days March, UNOG

Commission on Human Rights, fifth-sixth session, 20 March - 28 April, UNOG

Economic Commission for Europe, fifty-fifth session, 2-5 May, UNOG

Preparatory Committee of the World Conference against Racism, Racial Discrimination,Xenophobia and Related Intolerance, first session, 1 - 5 May, UNOG

Conference on Disarmament, second part, 22 May - 7 July, UNOG

ECE/ITC Diplomatic Conference for the Adoption of a European Agreement concerningthe International Carriage of Dangerous Goods by Inland Waterway, 22 - 26 May,UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 12 - 16 June, Bonn, Germany

Governing Council of the United Nations Compensation Commission, 36lh session, 13 -15 June, UNOG

UNDP/UNFPA Executive Board, annual session, 13-23 June, UNOG

Special session of the General Assembly on the follow-up to the World Summit forSocial Development, 26 - 30 June, UNOG

Conference on Disarmament, third part, 7 August - 22 September, UNOG

Governing Council of the United Nations Compensation Commission, 37th session, 4days, UNOG

Subsidiary Bodies of the Conference of the Parties to the United Nations FrameworkConvention on Climate Change, 11-15 September, Lyons, France

Second Meeting of the States Parties to the Convention on the Prohibition of the Use,Stockpiling, Production and Transfer of Anti-Personnel Mines and on their Destruction,11 -15 September, UNOG

Fourth United Nations Review Conference on the Set of Multilaterally Agreed EquitablePrinciples and Rules for the Control of Restrictive Business Practices (UNCTAD), 18 -22 September, UNOG

UNCTAD Trade and Development Board, forty-seventh session, 9-20 October, UNOG

Conference of the Parties to the United Nations Convention to Combat Desertification,fourth session, 16-27 October, Bonn, Germany

Conference of the Parties to the United Nations Framework Convention on ClimateChange, sixth session, 13-25 November, The Hague, Netherlands

Governing Council of the United Nations Compensation Commission, 38lh session, 4days December, UNOG

First Annual Conference of the High Contracting Parties to amended Protocol II of theConvention on Certain Conventional Weapons, 11-13 December, UNOG

REQUEST FOR CLASSIFICATION ACTIONANNEX V

The iden t i f i ed job descr ip t ion is submi t ted for c l a s s i f i c a t i o n rev iew.

P O S T N U M B E R

UNB01117-EP-5001

S T A T U S OFTHE POST c

F U N C T I O N A L T 1

^ NEW [~| V A C A N T j |

TL E

Chief

ENCUMBERED BY:

of Protocol

Francis Cook

Purpose of c l ass i f i ca t i on request: Rev iew of the classification level

Commen t s : See Director-General ' s memo to Miss Doss (at tached)

Signature of Execu t i ve orAdmin is t ra t i ve O f f i ce r : N a m e : A- Varchaver

Date: 12 February 1962 D e p a r t m e n t / S e c r e t a r i a t / O f f i c e : Chef de Cabinet

C L A S S I F I C A T I O N NOTICE

The c l a s s i f i c a t i o n of the post is approved as fo l l ows :

F u n c t i o n a l T i t l e : Senior Protocol Officer (345) - UNOG

Occupat ional Code:

C l a s s i f i c a t i o n Level: f-5

C o m m e n t s : Post- classified using point rating evaluation system.

Class i f i ca t ion Of f i cer :

C l a s s i f i c a t i o n Of f icer :

Chief of C lass i f i ca t ion Section: ' />J. Kj.ee

Director:

^Victor Eliasejev

A s s i s t a n t Secretary-General:

^/»V/SION FOR P O L I C Y CO-ORDINATION. OPS

<r~-<JY CO-C

OFFICE OF PERSONNEL S E R V I C E S

Date: 16

P.U8 (8-81) -

UNITED NATIONS NATIONS UNIES

SECRETARIAT - JOB DESCRIPTION

DO HOT WRITE IN THIS SPACE

DATE RECEIVED:

iFFICERS:

LEVEL:

SECTION A: May te completed by the incumbent of ffie post

1. IDENTIFICATION of the post:

1.1 Department/Secretariat/Office of the Director-General of UNOG

Division/Centre

Branch/Service Protocol and liaison

Section

Unit

1.2 Functional Title: Chief of Protocol

Doty Station: Geneva

Post Number: UNB01117EP-5001

Occupational Code:

2. ST/SGB/Organiiation Reference:

3. ORGANIZATIONAL SETTING: ATTACH A COMPLETE AND CURRENT ORGANIZATION CHART FOR THEOKGAN/ZAT/ONAL STRUCTURE OF THE POST BEING DESCRIBED

3.1 Professional posts DIRECTLY supervised:

Functional Title Classification Level Number of Posts

Assistant of ProtocolSecretary

G-7G-5

11

Total number of professional posts supervised directly,and through subordinate supervisors:

3.2 Total number of posts in other categories supervised:

3.3 Title and classification of supervisor's post; Director-General of UNOGUnder-Secretary-General

4. Summary of the assigned duties:

Is responsible £or maintening the best protocol relations with Permanent Missionsat Geneva (more than 120) as well as with authorities of the host country and assistthe Director-General in solving problems in this field, organizes all official sociaevents and visits at Geneva of high officials of UN, advises on protocol matterspermanent missions and specialized agencies in Switzerland, organizes and supervisesthe activities of the Protocol and Liaison Service.

P.148 (8-

x - 2 -

5. Describe the" main DUTIES AND RESPONSIBILITIES of the post, indicate WHAT is done and HOW it isdon*. Duties should be presented in order of importance. Please indicate the approximate percentage

o5 rime devoted to each duty.

I.- Relations with permanent missions and with authorities of the host country.

a) prepares procedures to be followed for the appointment of PermanentRepresentatives and presentation of credentials to the Director-General.b) drafts for the Director-General correspondence related to protocol andliaison problems with Permanent Missions.c) maintains permanently the appropriate relations with the differentauthorities of host country: Federal Department of Foreign Affairs, StateCouncil of Canton of Geneva and Municipal authoritiesdBassists the Director-General in solving problems in this fielde) assures participation of UNOG in activities of various associationsdealing with humanitarian matters.

II.- Organization of official social events

f) organizes and supervises social activities of the Director-General andhigh officials of UNOGg) organizes and supervises the visits at Geneva of the Secretary-General,ofhigh officials of UN and of members of special missions of the UNh) coordinates, every ti»« it deems necessary, with Security and Safety Unitand with Transportation Section,

Advising functions

i) advises Permanent Missions on protocol and related matters such asdiplomatic privileges, questions of precedence.j) advises as UNOG Chief of Protocol the protocol and external relationsservices of the United Nations specialized agencies with headquarters inSwitzerlandk) advises the UNOG services and other offices on diplomatic correspondence

Organization and supervision of the Protocol, and Liaison Service

l) organizes the documentation and other basic instruments necessary to theadequate functioning of the service.m) supervises the activities of the members of the Protocol service

Mi seelleanous

III.-

17.-

V.-

"Io)acts as Chsf.. de Cabinet in his absencedeals with other matters as required by the Director-General

20$

25/0

P.U8 (8-81) - P<»s« 2

- 3 -

6. Indicate the CONTACTS required with persons outside the immediate work unit:

6.1 Inside the regular Secretariat, including UNIDO, UNCTAD, regional economic commissions, etc.

Functional Title and Classification Purpose and Frequency

- All officials of the Office of the '- Participation in solving problemsDirector-General . of the Office when Protocol and Daily

Liaison matters are involved

- High officials of all departments and Advising in Protocol and Liaisonoffices of UNOG, ECE, UNCTAD, TJNHCR, matters when required ' Frequentlyetc.

6.2 Outside the Secretariat, for example, UNDP, UNHCR, specialized agencies, delegations, govern-ment officials, etc.

Title ond Level Purpose and Frequency

- Chiefs of protocol and high officials Advising in Protocol and Liaisonof Specialized Agencies in Switzerland matters when required Frequently

- Permanent representatives of missions Solving protocol and liaisonat Geneva (more than 120) problems and advising • Regularly

- Authorities of host-country Maintaining of appropriaterelations Regularly

7. DECISION MAKING AND CONSEQUENCE OF ERROR

7.1 Describe the type of decisions regularly made and the IMPACT of those decisions,

Decides on all protocol and liaison matters: determination of procedures 'of accreditaf

of permanent representatives, organization of social events for the Director-General arother high officials and organization of visits of the Secretary-General and otherofficials.

7.2 Describe the type of recommendations made.

Recommendations to the Director-General on different matters when protocol and liaisormatters are involved

Advising officials of specialized agencies on protocol matters.

12 Describe the consequence of errors.

Given the nature and level of the relations any mistake could have political anddiplomatic implications.

P.148 (B-

- 4 -

8.'indicate the GUIDELlNES'and directives available; describe the INTERPRETATION OF and DEVIATION FROMexisting guidelines, and the authority to establish new guidelines.

Guidelines on diplomatic and protocol usage in Geneva. Code of UN flag.

It is clear that in the field concerned there is very little guidelines existingor even to be created, moat situations "being a difficulty of their own must be dealtwith proper authority and presence of mind according to general diplomatic andprotocol usages. . . .

SECTION B : To be completed 6y ffie SUPERVISOR of the post.

1. Describe the type and extent of the supervision given to the post.

e Protocol and Liaison Service works with a large autonomy under special instructionsi the Director-General on specific important questions.

2. Define the objectives or goals of the post.

To assure the best relations between TJNOG, the permanent missions and authorities ofthe host country. To organise the visits of and receives the many high authoritiescoming to UNOG. on official visit (Seads of states, of Government, Cabinet Ministers and

3. Indicate th'e minimum knowledge, abilities and skills required to perform the assigned duties of the post.

3.1 Level and FIELD OF STUDY of university or equivalent training; and the degree of specializationrequired:

University degree on political science vith specialization in international anddiplomatic matters.

3.2 Length and type of practical experience required at the national, and if so required, at the internationallevel:

At least ten to twelve years of experience of international and diplomatic life andnotably in the United Nations system.

3.3 Languages) proficiency required:

Perfect knowledge of ffrench and English necessary with knowledge of one or twoother official languages of UN useful. . .„,....

P. 148 (8-81) - Pag* 4

- 5 -

4. If the job description is to b* used (or requesting o review of the classification level, indicate the changes that

have occurred in the duty assignment.

The volume of work handled by the Protocol and Liaison Service is higher and itsresponsibilities greater than some years ago due to the increase of number and sizeof missions. On the other hand the advising functions of the service have widelyand substantially developed consequently.

SECTION C : S/gnafures

SIGNATURE OF INCUMBENT:

DATE: NAME: Francis Cook

DATE:

SIGNATURE OF SUPERVISOR (Certifi-

cation of correctness of job description):

NAME: Luigi Cottafavi

SIGNATURE OF CHIEF OF SECTION/BRANCH

OR DIRECTOR (Authorization of approval) :

•

DATE: NAME: Luigi Cottafavi

Additional comments:

The post of Chief of Protocol is essential for the good functionning of the Officeof the Director-General and specially it is most important to assure the bestrelations with the various authorities of the host country (Federal Government inBerne, local Government of the Republic and Canton of Geneva); with local and UNsystem organizations and when needed with mass media.

P.146 (8-31) - Pog«