The Position

JOB DESCRIPTION

The Office of the Executive Director (OED) provides strategic direction, executive support and oversight to enable the Executive Director to lead UNFPA in delivering on its mandate and Strategic Plan. Within OED, the Strategic Leadership Communications Unit supports the Executive Director's political positioning, visibility and external engagement, ensuring that all official communications and high-level interactions are politically informed, visible, protocol-compliant and executed to the highest professional standard.

The Protocol and Editorial Analyst is located in the Strategic Leadership Communications Unit and works under the direct supervision of the Chief of the Unit. The Analyst works in close collaboration with the Executive Director's front office and executive assistants and correspondence focal points across headquarters divisions and regional offices.

How You Can Make a Difference

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose

The Protocol and Editorial Analyst is the custodian of the Executive Director's official correspondence. The Analyst manages the full life cycle of letters and official communications issued in the name of, or addressed to, the Executive Director - from drafting or editing and processing drafts received from business units processing, clearance, dispatch, filing and archiving – ensuring accuracy, consistency of voice, protocol compliance and full traceability.

Working in English and French, the Analyst ensures that the Executive Director's correspondence with Heads of State and Government, ministers, Permanent Representatives and other high-level interlocutors meets exacting diplomatic and editorial standards, and that the Office's records constitute a reliable, well-organized institutional memory.

You Would Be Responsible For

Drafting and editing of official correspondence
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;
Processes and edits letter drafts received from Business Unites and edits 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.
Correspondence processing and workflow management
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.
Protocol and general support
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.
Filing, archiving and records management
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.

Education

Qualifications and Experience:

Advanced university degree (Master's or equivalent) in international relations, political science, languages, translation, communications, law, public administration or another relevant field.

Knowledge And Experience

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.

Languages

Fluency in English and French is required. Knowledge of another official UN language is an asset.

Values

Required Competencies:

Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity,
Embracing change

Core Competencies

Achieving results,
Being accountable,
Developing and applying professional expertise/business acumen,
Thinking analytically and strategically,
Working in teams/managing ourselves and our relationships,

Functional Competencies

Written communication, editing and quality assurance
Knowledge of protocol and diplomatic correspondence standards
Managing documents, correspondence, records and information
Organizational awareness; planning, organizing and multi-tasking

Compensation And Benefits

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

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Protocol & Editorial Analyst, Office of the Executive Director (OED), New York, P-1