UNOPS - United Nations Office for Project Services
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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
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Provision of effective liaison with government and other partners
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Efficient protocol support to the Country Office.
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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:
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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.
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Builds and/or enhances relationships with key stakeholders ensuring correct and timely sharing of information between stakeholders.
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Preparation of agendas and supporting documentations for management meetings with Local Government Officials and other stakeholders.
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Maintain documentation of decisions and correspondence and actions taken on liaison issues and keep electronic filing up to date.etc.
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Maintains a database on contact details in relation to host country security authorities.
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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:
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Maintain continuous contact and dialogue with Government Ministries and Departments concerned on Protocol matters; and advice management accordingly. Draft correspondence as required.
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Undertake activities with the diplomatic and consular services on issuance of Ethiopian and other country visas for UNOPS personnel and visitors official missions.
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Handle the issuance of residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel and their dependents.
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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;
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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.
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Support the program team in the follow up with relevant UN agencies and donors on- fund transfers status.
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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.
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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: |
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Experience: |
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Language Requirements: |
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