Protocol & Editorial Analyst, Office of the Executive Director (OED)

The Protocol and Editorial Analyst supports the Executive Director by managing the full life cycle of official correspondence, ensuring diplomatic and editorial standards are met. The role involves drafting, editing, protocol verification, correspondence processing, and records management within the Strategic Leadership Communications Unit of the Office of the Executive Director.

Responsibilities

• Draft correspondence for the Executive Director's signature, including responses to incoming letters, letters of invitation, congratulatory, appreciation and condolence messages, transmittal letters and acknowledgements, in line with established templates and the Office's style.
• Process and edit letter drafts received from Business Units and edit outgoing correspondence and official communications for accuracy, clarity, tone, grammar, consistency and adherence to UN editorial standards, in English and French.
• Verify protocol elements of all correspondence - correct titles, honorifics, forms of address, salutations, complimentary closings and orders of precedence – in consultation with the Protocol and Strategic Engagements Specialist.
• Prepare and quality-check notes verbales and other diplomatic communications in line with standard diplomatic practice.
• Maintain and update correspondence templates, standard formulations and the Office's style and correspondence guide, including bilingual and trilingual model texts.
• Manage the intake, registration, prioritization and routing of incoming correspondence addressed to the Executive Director, identifying required actions, responsible offices and deadlines.
• Coordinate the preparation of draft replies with contributing business units, consolidate inputs, and manage the internal clearance and signature process through to dispatch.
• Monitor response deadlines and pending items, maintain the correspondence log and tracking system, and provide regular status reports to the supervisor and the Executive Director's front office.
• Ensure quality control of the final production of letters, including formatting, letterhead standards, enclosures, and accuracy of addresses and delivery channels.
• Provide support to the Protocol and Strategic Engagements Specialist in the preparation of high-level visits, events and ceremonies, including preparation of protocol lists, place cards, invitations and related materials.
• Provide language support in French for the Office’s protocol and engagement work, including informal translation and review of short texts; advise on all protocol matters in relation to correspondence.
• Maintain a complete, accurate and readily retrievable filing system for the Executive Director's correspondence, in both electronic and, where required, physical form, in line with UNFPA records management policies and retention schedules.
• Archive concluded correspondence files systematically, ensuring appropriate classification, confidentiality handling and version control.
• Maintain and update contact records and address databases of high-level interlocutors used for correspondence purposes, ensuring accuracy of names, titles and forms of address.
• Retrieve precedents and background correspondence to inform new drafts, and build institutional memory on recurring correspondence types.
• Contribute to the digitization and continuous improvement of correspondence and records management workflows, including through corporate platforms and digital tools.
• Carry out any other duties as may be required by the supervisor or the Chief of the Unit.

Requirements

• Advanced university degree (Master's or equivalent) in international relations, political science, languages, translation, communications, law, public administration or another relevant field.
• Minimum 1 year of relevant professional experience in correspondence management, editing, protocol, diplomacy, external relations or executive office support.
• Outstanding drafting, editing and proofreading skills, with meticulous attention to detail.
• Familiarity with diplomatic correspondence conventions, forms of address and protocol standards, or demonstrated ability to acquire them rapidly.
• Sound judgement, discretion and ability to handle confidential and sensitive material.
• Strong organizational skills and demonstrated ability to manage high volumes of work accurately under tight deadlines.
• Proficiency in standard office software; experience with correspondence tracking, document management or records management systems is an asset.
• Exposure to the United Nations system or an international, governmental or diplomatic environment is an asset.
• Fluency in English and French is required. Knowledge of another official UN language is an asset.

Skills

• Correspondence Management
• Editing and Proofreading
• Diplomatic Protocols
• Drafting Correspondence
• Records Management Projects
• Document Management
• Confidential Information Handling
• Organizational Skills
• Deadline Management
• Standard Office Software
• Protocol Verification
• General Office Support

Languages

English, French