UNOPS

UNOPS

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Position: Administration Officer (Protocol)
Job Time: Full-Time
Job Type: Contract
Place of Work: Addis Ababa, Addis Abeba - Ethiopia
Posted date: 1 week ago
Deadline: May, 26/2024 (1 days left)

background Information - Job-specific

UNOPS ETMCO is recruiting for this position: Administration Officer (Protocol) based in Addis Ababa, Ethiopia.

Qualified women and candidates from groups that are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

This is a local position and is hence open to Ethiopian nationals only.

The Administration Officer (Protocol) will liaise with stakeholders to provide effective government liaison and efficient protocol support to the country office.

Background of Country Context:

Ethiopia Multi-country Office (ETMCO) sub-region currently consists of an established Operation Centre in Addis Ababa which manages a portfolio of engagements in four (4) Horn of Africa countries (Ethiopia, Djibouti, Sudan, and South Sudan). ETMCO focuses on Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management services across a wide range of sectors including Health, Education, Agriculture, and Resilient infrastructure among others.

Our goal is to support countries, help people in need, and enable our partners through delivering on our mandate of infrastructure, procurement, and project management in the countries in the Horn of Africa. Building on our global experience of successfully delivering projects in complex operating environments, a healthy pipeline of engagements is at various stages of discussion with our priority partners.

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 documentation 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 of contact details concerning 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 the effectiveness of the country office focusing on the achievement of the following results:

  • Maintain continuous contact and dialogue with Government Ministries and Departments concerned on Protocol matters; and advise management accordingly. Draft correspondence as required.
  • Undertake activities with the diplomatic and consular services on the issuance of Ethiopian and other country visas for UNOPS personnel and visitors on 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 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 transfer 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, request landing rights, etc.
  • When required, arrange to meet & see off VIP passengers, UNOPS personnel, and visitors at the airport and facilitate immigration and customs formalities.
  • Establish and maintain a monitoring tool for protocol-related issues. Update the status of each case; and report to the supervisor regularly.
  • 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 is 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 advise 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/program 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 Administration Officer (Protocol) directly impacts the overall efficiency of the Country Office in administration management and success in the introduction and implementation of operational strategies. A 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 programs and projects.

Education/Experience/Language requirements

  • 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.
  • 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 organizations would be an asset.
  • Knowledge of Google Suite applications is desirable.
  • Having a valid driving license is desirable.
  • Fluency in writing, reading, and oral English is required.
  • Knowledge of another UN working language is desirable.

Competencies

  • Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

  • Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
  • Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
  • Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
  • Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
  • Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual Contract Agreement (LICA)

Contract level: (ICS 8)

Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.