Administration Officer (Protocol)

Contract

This is a LICA Specialist-8 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 0 years of experience, depending on education. More about LICA Specialist-8 contracts.

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 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.

This is a local postion, 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, 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.

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

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

   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.

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

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.

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

Additional Information

• 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.