Administration Officer (Protocol)

• 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

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.