Administration Senior Assistant (Protocol)

Under the guidance and supervision of the Administration Officer, the Administration Senior Assistant will support in ensuring greater predictability, visibility and accountability, while at the same time strengthening UNOPS EMCO’s partnership with various external stakeholders including government agencies, UN agencies, etc. S/he will also support protocol matters such as registration of staff, coordination with local authorities, on space, accreditation, visa issues, shipping and customs clearance, motor vehicle registration, tax exemptions of personnel, etc. 

Accordingly, the incumbent will be required to provide information on new changes, rules and regulations to the EMCO’s to analyze and interpret and provide solutions to a variety of clients. 

The Administration Senior Assistant is expected to plan weekly activities, register and report daily accomplished activities and support the various units under as per the guidance of the Support Services Manager. In addition, the incumbent will have to work with various government counterparts, ministries, diplomatic missions, ERCA and others. 

Under the supervision of the Administration Officer, the Administration Senior Assistant will be responsible for the following functions:

• Providing efficient protocol support to the country office.

• Maintaining effective liaison with government and other partners.

• Offering administrative services support.

• Facilitating knowledge building and knowledge sharing.

• Maintain continuous contact and dialogue with government ministries and departments concerning protocol matters; provide advice to management accordingly.

• Develop and maintain relationships with units in government ministries, agencies, and other partners to supply UNOPS management, projects, and personnel with necessary information, including follow-up on official documents and requests, as well as scheduling and coordinating official meetings.

• Manage activities with diplomatic and consular services related to the issuance of Ethiopian and other visas for UNOPS personnel and visitors.

• Process and facilitate residency and work permits, driver’s licenses, UN IDs, and duty-free privileges for eligible personnel and their dependents.

• Advise travelers on visa requirements, preparing and submitting necessary documentation to relevant authorities to obtain entry/exit visas and travel permits for UNOPS personnel and visitors.

• Facilitate the clearance of UNOPS consignments and shipments, including those for official/project purposes and for international personnel. Prepare documentation for vehicle registration.

• Support the program team by following up with relevant ministries on the status of fund transfers.

• Manage specific activities with the Ministry of Foreign Affairs, Immigration Department, Airports Authority, and Ministry of Finance to obtain clearances, and communicate security details for VIPs.

• When required, arrange to meet and see off VIP passengers, UNOPS personnel, and visitors at the airport, facilitating immigration and customs formalities.

• Establish and maintain a monitoring tool for protocol-related issues, updating the status of each case and reporting regularly to the supervisor.

• Establish and maintain a proper filing and archiving system for protocol-related documents, ensuring office and personnel files are up-to-date, and information related to protocol issues is properly recorded.

• Maintain up-to-date contact details of ministries and local authorities with whom UNOPS has working relationships, including contact personnel and documentation requirements.

• Continuously follow up with relevant government offices to obtain current information on policies related to visas, work permits, tax exemption requirements, customs clearing, etc., and advise UNOPS staff accordingly.

• Prepare relevant SOPs on protocol issues.

• Maintain and develop relationships with units in government ministries, agencies, and other partners to provide necessary information to UNOPS management, projects, and personnel, including follow-up on official documents and requests, and scheduling and coordination of official meetings.

• Under the guidance of the Support Services Manager, work closely with various units to follow up on fund transfers, signing of project agreements, operational advances, etc.

• Handle the processing of VAT exemptions and reimbursements for official purposes relating to project delivery or international personnel.

• Prepare and submit necessary documentation to relevant authorities for tax exemption on import/export items, as required.

• Manage vehicle Pre-Delivery Inspection (PDI) activities in collaboration with vehicle suppliers.

• Provide administrative advice and support to international staff and consultants in finding suitable housing according to their needs within a short time.

• Draft correspondence and internal procedural directives related to protocol and liaison matters.

• Provide administrative support and services to key events organized by the Regional Office or Operations/Project Centres (e.g., conferences, VIP visits, UN Day, etc.) on a timely and high-quality basis.

• Promote efficient and effective cooperation among different sub-teams to achieve results.

• Conduct briefings for staff on their diplomatic privileges and immunities in Ethiopia, prepare briefing notes for new staff on immigration formalities, and ensure the information is kept up-to-date.

• Participate in and contribute to relevant workshops, staff/operations/programme meetings, and seminars to provide information, updates, and advice on shipment, customs, and protocol issues, as required.

• Provide sound contributions to knowledge networks and communities of practice.

• Contract type: Local Individual Contractual Agreement
• Contract level: LICA-5 (ICS5)
• Contract duration: Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

• 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 position and is 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.