Administration Senior Assistant (Protocol)

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.