CONTRACTUAL INFORMATION:

JOB TITLE: Management Services Assistant (Protocol)

CONTRACT TYPE: Fixed Time

GRADE: G5

DUTY STATION: Addis Ababa

DURATION: 12 Months

UNIT/DIVISION: Management Services

NUMBER OF POSITION: One

 

ORGANIZATIONAL CONTEXT:

This job is located in WFP Ethiopia Country office based in Addis Ababa. Under the direct supervision of the Management Services Officer and overall supervision of Head of Management Services Unit.

 

BACKGROUND AND PURPOSE OF THE JOB:

The incumbent will be responsible to provide efficient protocol services together with the Protocol team located at the Country Office. Protocol services include VIP handling, processing of different types of protocol related requests at the Ministry of Foreign Affairs, other government offices and at different embassies and consular offices accredited to Ethiopia.

 

KEY RESPONSIBILITIES (not all-inclusive, nor exhaustive):

 

1. Provide support to process official and private sea and air import permits requests at the Ministry of Foreign Affairs and follow up on customs clearances.

2. In the absence of dedicated protocol assistant, assist and accompany staff members (travelling for WFP official mission) at different embassies in Addis Ababa, to process entry visas, follow-up approvals, collect passports on behalf of travellers and provide feedback to staff members.

3. Handle driving license legalizations at MoFA and Road Transport Authority (RTA) for driving license conversions and renewals.

4. Assist in the processing of WFP’s new and/or sold vehicles ownership transfers at MoFA and RTA.

5. Provide support to process Ethiopia entry visa approvals at the Ministry of Foreign Affairs (MoFA) and Immigration Authorities for long/short term assigned international staff members coming for the first time to WFP Ethiopia.

6. Provide support in the absence of dedicated protocol assistant to process residence permits, renewals and business visa extensions for staff members and external partners who are coming to Ethiopia for WFP official mission, as well as exit visas for staff who complete their duty in Ethiopia at the Ministry of Foreign Affairs international staff and family members:

7. Prepare & submit standard note verbales, letters to various government authorities, embassies and follow up on approvals.

8. Handle on VIP/VVIP and protocol assistance tasks:

9. Handle Protocol assistance for high-level missions, as necessary

10. Liaise with HR and relevant units to provide protocol related services & information.

11. perform any other duties as assigned by supervisor.

 

Knowledge & Skills:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word, excel.
• Knowledge of work routines and methods in order to complete processes under minimal supervision.
• Uses tact and courtesy to give and receive information to a wide range of individuals.
• Ability to identify data discrepancies and rectify problems requiring attention
• Ability to offer guidance or basic on-the-job training to more junior staff.

 

QUALIFICATIONS AND EXPERIENCE:

 

Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable.

 

Experience: 5 years or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

 

Language: Fluency in both oral and written communication in English and Amharic.

 

 

 

 

 

WFP LEADERSHIP FRAMEWORK

 

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission.

Click here to access WFP Leadership Framework

 

REASONABLE ACCOMMODATION

 

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact:  global.inclusion@wfp.org

 

NO FEE DISCLAIMER

 

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

 

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable).

• Once your profile is completed, please apply, and submit your application.

• Please make sure you upload your professional CV in the English language

• Kindly note the only documents you will need to submit at this time are your CV and Cover Letter

• Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time

• Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application

• Only shortlisted candidates will be notified

 

 

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.