Administration Officer (Protocol)

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, 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 successfully delivering projects in complex operating environments, a healthy pipeline of engagements are at various stages of discussion with our priority partners. 

The Administration Officer (Protocol) will be reporting to the Support Services Manager, and will be responsible for the following:

Summary of Key Functions 

1. Provision of effective liaison with government and other partners

2. Efficient protocol support to the Country Office.

3. Facilitation of knowledge building and knowledge sharing

• 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.

• 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.

1. Contract type: Local Individual Contract Agreement (LICA)
2. Contract level: LICA -8 (ICS 8)
3. Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance. 

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which 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.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• This is a local postion, and is hence open to Ethiopian nationals only.
  
  

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.