Deadline: Aug 30, 2023, 11:59 PM
Job Description
The Position:
The Travel Protocol Assistant provides critical administrative, travel and protocol support to the Country Office.
You will report to Operations Analyst.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States,
organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals. In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
The Travel Protocol Assistant ensures execution of transparent and efficient administrative services and processes in the Country Office. The Travel Protocol Assistant promote a client-focused, quality and results- oriented approach in the Unit and works in close collaboration with the operations, programme and projects’ staff in the Country Office and UNFPA staff for resolving travel and protocol-related issues and information exchange.
You would be responsible for:
- Assist in obtaining entry visa to Ethiopia for staff and family members, consultants, fellows, interns and conference participates.
- Arranges for resident permit, Identity Cards(ID) and Duty Free privileges for newly arriving international staff members;
- Handle on VIP/VVIP and protocol assistance tasks.
- Ensure to process renewal of visas, residence permit, follow-up approvals, collect passports on behalf of staff members and external partners who are coming on official mission, as well as exit visas for staff who complete their duty in Ethiopia and
provide feedback as required. - Advise and assists staff members and their dependents to obtain driving licenses, yearly vehicle inspection and other necessary personnel – related documents in accordance with the requirements of the United Nations and the Country
Regulations of the duty station. Maintains facts on living conditions and special entitlements. - Handle driving license legalizations at MoFA, assist and accompany staff members for driving license conversions and renewals.
- Arrangements of travel and hotel reservations for conference participants and other guest of the UNFPA.
- Obtain travel itinerary and price quotation from travel agents and ensure the comparison in compliance with the Travel Policy and approved by the Operation Manager.
- Verify invoices received from travel agents and ensure payments are timely effected. Keep records of all payments made for reconciliation purpose.
- Maintain accommodation database including daily rates and the different types of rooms available in each hotel.
- Assist in the preparation and organization of conference, meetings, workshops and/or trainings conducted at UNFPA.
- Makes arrangements for shipment and receipt of household effects, including customs clearance; obtain land permit for personal vehicles imported, arranges Bill of Sale for duty free privileged staff and change of ownership with Customs.
- Prepares draft letters, faxes, memos, note verbal to Government offices, UN agencies and vendors related to protocol issues.
- Ensure that copies of all Note Verbal receiving from the Protocol Office are properly recorded and filed.
Qualifications and Experience:
Education:
Completed Secondary Level Education required. First level university degree desirable.
Knowledge and Experience:
- Five years of relevant experience in administration and travel.
- Some experience in Government Regulations.
- Strong interpersonal and organisational skills.
- Proficiency in current office software applications.
- Good written and verbal communication skills.
Languages:
- Fluency in English and Amharic; knowledge of other official UN languages is desirable.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Functional Competencies:
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organising and multitasking
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships,
- Communicating for impact
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of equality, diversity, integrity, and healthy work life balance. We are committed to ensuring gender parity and therefore encourage women to apply. Individuals from minority groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply.
Appointment, Compensation and Benefits:
The initial fixed-term appointment of a staff member shall be for a period of one year. A fixed-term appointment may be renewed, subject to satisfactory service. A fixed-term appointment does not carry any expectancy, legal or otherwise, of renewal or conversion,
irrespective of the length of service. UNFPA offers an attractive remuneration package including a competitive net salary plus
health insurance and other benefits as applicable.
Disclaimer:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
Persons applying to positions in the Professional and higher categories who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.