Protocol Assistant

Organizational Setting

The Food and Agriculture Organization (FAO) of the United Nations is the specialized agency of the United Nations for food, nutrition, agriculture, and forestry. FAO’s global vision is for a world free from hunger and malnutrition where food and agriculture contribute to improving the living standards of all, especially the poorest, in an economically, socially, and environmentally sustainable manner. Achieving food security for all is at the heart of FAO's efforts – to make sure people have regular access to enough high-quality food to lead active and healthy lives. The mission of the Food and Agriculture Organization of the United Nations (FAO) is to work to eradicate hunger and promote global food security together with balanced and complete nutrition. Our mandate is to raise levels of nutrition, improve agricultural productivity, better the lives of rural populations, and contribute to the growth of the world economy. Our three main goals are the eradication of hunger, food insecurity, and malnutrition; the elimination of poverty and the driving forward of economic and social progress for all; and, the sustainable management and utilization of natural resources, including land, water, air, climate and genetic resources for the benefit of present and future generations. FAO Representation to Ethiopia (FRETH) has various sub-offices across the country and is implementing a number of projects, often in the most inaccessible areas. The FAOR Ethiopia office is co-located with the Sub-regional Office for Eastern Africa (SFE) in Addis Ababa and together account for more than 150 personnel. The Administrative Support Services (ASS) unit provides support to both FAO offices and the Protocol Assistant is responsible for the provision of client-oriented services, consistent with FAO policies and procedures in an effective and efficient manner.

Reporting Lines

Under the overall guidance of the Subregional Coordinator for Eastern Africa (SFE) and FAO Representative to Ethiopia, the overall supervision of the Senior Administrative Officer, and the direct supervision of the Business Support Officer, the incumbent will carry out the following duties:

Technical Focus

The provision of protocol and liaison related support services to both SFE and FRETH ensuring high quality, accuracy and consistency of work.

Tasks and responsibilities

• Ensure FAO travellers to and from Ethiopia have got the appropriate travel visa processed on time; and obtain Visas for staff members from Embassies; • Assist newly arriving FAO international staff members clear their duty-free imported personal effects including home-use machines and vehicles; • Be responsible for processing immigration and customs formalities and paperwork (issuance of ID cards, residence permits, clearance of imported/exported goods, etc.) • Process requests for Special I.D. Cards (resident permits) and Visas from the Ministry of Foreign Affairs and the Immigration Authorities; • Assist international staff and their family members at the Airport with initial recruitment; • Deal with or assist staff in dealing with, local authorities, public and private services such as road transport authority, car inspection, Customs Office, etc. • Organize a briefing session and organize information circulars on protocol matters issued by the Ministry of Foreign Affairs, Immigration, and other Government bodies; and make them available for information and guidance. • Draft routine correspondences, note verbal, reports, and reports in accordance with standard office procedures, if and when necessary. • Assist staff members in obtaining Customs Clearance and Exit visa upon separation from the organization; • Welcome and assist delegates at the Airport on their arrival and departure during FAO Meetings; • Liaise with Transport Assistants regarding transportation for VIPs, guests, and delegates from/to the Airport and hotels; • Welcome and usher guests during official functions and meetings/conferences, when necessary; • Process and follow up all correspondence to the Ethiopian Transport Authority, regarding: Change of driving license; transfer of car ownership booklets; and obtaining of number plates for FAO and member’s vehicles, etc.; • Liaise with relevant Ministries, Government departments, and International staff members on matters relating to Residence, Work Permits, Entry Visas to and outside Ethiopia, and other diplomatic issues and processes; • Build diplomatic and protocol networks for FAO; • Perform other related duties as required.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• Candidate should be a national of Ethiopia • Secondary school education supplemented by a relevant training in Protocol or related fields. University degree is desirable, but it is not a requirement. • Three years in protocol, conference support or related area is required. • Working knowledge of English and working knowledge of the local language is required.

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Ability to effectively use standard office software, such as MS Office (Windows, Word, Outlook, Excel, Exchange), etc. • Ability to use administrative software and/or other information systems and databases. • The incumbent must possess a cooperative spirit, flexibility, tact, courtesy, and openness to work in an international environment with people of different national and cultural backgrounds.

Selection Criteria

• Extent of experience in protocol • Familiarity to work with UN agencies, Government and other partners. • Demonstrates integrity and ethics in the conduct of his/her work. • Ability to work under pressure; • Ability to clearly communicate in English (written and spoken). • Client orientation and ability to use tact and courtesy in communication with a wide range of individuals.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/
• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.