Organization: UNOPS – United Nations Office for Project Services
Location: Addis Ababa
Grade: Junior level – LICA-8, Local Individual Contractors Agreement
Occupational Groups:
Operations and Administrations
Closing Date: 2024-05-26
Job categories Administration
Vacancy code VA/2024/B5333/28142
Department/office AFR, ETMCO, Ethiopia MCO
Duty station Addis Ababa, Ethiopia
Contract type Local ICA Specialist
Contract level LICA Specialist-8
Duration Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period 13-May-2024 to 26-May-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.
Functional Responsibilities
The Administration Officer (Protocol) will be reporting to the Support Services Manager, and will be responsible for the following:
Summary of Key Functions
Provision of effective liaison with government and other partners
Efficient protocol support to the Country Office.
Facilitation of knowledge building and knowledge sharing
1. Provides effective liaison function with government, UN agencies, and other partners, focusing on achievement of the following results:
Maintains and develops relationships with counterparts in government ministries, agencies and other partners, to provide the necessary information to UNOPS management, projects and personnel, following up on official documents such as intra-agency agreements and requests, as well as scheduling and coordination of official meetings.
Builds and/or enhances relationships with key stakeholders ensuring correct and timely sharing of information between stakeholders.
Preparation of agendas and supporting documentations for management meetings with Local Government Officials and other stakeholders.
Maintain documentation of decisions and correspondence and actions taken on liaison issues and keep electronic filing up to date.etc.
Maintains a database on contact details in relation to host country security authorities.
Under the guidance of the Head of Support Services, work closely with the various units in following up on fund transfers, signing of project agreements and operational advances, etc.
2. Ensures effective protocol support to ensure effectiveness of the country office focusing on achievement of the following results:
Maintain continuous contact and dialogue with Government Ministries and Departments concerned on Protocol matters; and advice management accordingly. Draft correspondence as required.
Undertake activities with the diplomatic and consular services on issuance of Ethiopian and other country visas for UNOPS personnel and visitors official missions.
Handle the issuance of residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel and their dependents.
Act as the local focal point, in coordination with the HR/Admin section, for all issues related to UNLP/UNC issuance and extensions in order to make sure that the residencies are extended in parallel as well;
Facilitate in obtaining clearance of UNOPS consignments and shipments, including those for official/project purposes as well as for international personnel. Prepare and raise documentation for vehicle registration.
Support the program team in the follow up with relevant UN agencies and donors on- fund transfers status.
Handle specific activities with the Ministry of Foreign Affairs, Immigration Department, Airports Authority and Ministry of Finance to obtain various clearances, communicate security details of VIPs, and request landing rights, etc.
When required, arrange to meet & see off VIP passengers, UNOPS personnel and visitors at the airport and facilitate immigration and custom formalities.
Establish and maintain a monitoring tool for protocol related issues. Update the status of each case; and report to the supervisor on a regular basis.
Establish and maintain proper filing and archiving system for protocol related documents for the office and personnel files are kept up-to-date, and information relating to protocol issues are noted in the relevant files
Maintain up-to-date contact details of the ministries and local authorities with whom UNOPS has working relationships; including contact personnel and documentation requirements.
Continuously follow up with relevant Government office for current and up-to-date information on policies related to visas, work permits, tax exemption requirements, customs clearing etc; and advice UNOPS staff
Establish relevant SOPs on protocol issues.
Handle processing of VAT exemptions and reimbursements for official purposes relating to delivery of projects; and/or for international personnel.
Prepare and raise required documentation to relevant authorities for tax exemption on import/export items that might arise
Drafting of correspondence and internal procedural directives relating to protocol matters
Provide support for UNOPS EMCO’s key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
Other related support as needed.
3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
Conducts briefing for staff on their diplomatic privileges and immunities in Ethiopia; prepares briefing notes for new staff on immigration formalities and ensures that the information is continuously updated.
Participates in and contributes to the relevant workshops, staff/operations/programme meetings and seminars to provide information, updates and advice on shipment, customs and protocol issues, as required.
Provides sound contributions to knowledge networks and communities of practice.
Impacts of results
The Adminsitration Officer (Protocol) directly impacts the overall efficiency of the Country Office in administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.
Education/Experience/Language requirements
Education:
A first-level university degree (Bachelor’s Degree or equivalent), preferably in Business Administration, Public Administration, Law, International Relations, Communication, or another relevant discipline, is required.
An advanced university degree (Master’s Degree or equivalent) in Business Administration, Public Administration, Law, International Relations, Communication, or another relevant discipline will be considered a strong asset.
Experience:
A minimum of two (2) years of relevant experience working in positions such as liaison, communication, public relations, legal services, etc., is required.
Experience dealing with government authorities, ministries, various offices, and other important stakeholders is desired.
Experience dealing with government ministries, authorities, or other relevant offices in processing agreements and other official documents would be considered an asset.
Experience in custom clearance formalities is an advantage.
Experience working in international organization would be an asset.
Knowledge of Google Suite applications is desirable.
Having a valid driving license is desirable.
Language Requirements:
Fluency in writing, reading, and oral English is required.
Knowledge of another UN working language is desirable.