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Administration Assistant (Protocol Services) -Addis Ababa, Ethiopia

Job Description

ABOUT WFP

Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.

WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation.  The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.

ORGANIZATIONAL CONTEXT

This job is located in WFP Ethiopia Country office based in Addis Ababa. Under the direct supervision of the Administration Officer and overall supervision of Head of Administration Unit.

JOB PURPOSE

The incumbent will be responsible to provide efficient protocol services together with the Protocol team located at the Country Office. Protocol services includes VIP handling, processing of different types of protocol related requests at the Ministry of Foreign Affairs, other government offices and at different embassies and consular offices accredited to Ethiopia.

 

KEY ACCOUNTABILITIES (not all-inclusive)

  1.  Provide support to process official and private sea and air import permits requests at the Ministry of Foreign Affairs and follow up on customs clearances and delivery of shipments.
    2.    In the absence of a dedicated protocol assistant, assist and accompany staff members (travelling for WFP official mission) at different embassies in Addis Ababa, to process entry visas, follow-up approvals, collect passports on behalf of travelers and provide feedback to staff members.
    3.    Handle driving license legalizations at MoFA, assist and accompany staff members (as required) to government dedicated clinics and Road Transport Authority (RTA) for driving license conversions and renewals.
    4.    Assist in the processing of WFP’s new and/or sold vehicles ownership transfers at MoFA and RTA.
    5.    Provide support to process Ethiopia entry visa approvals at the Ministry of Foreign Affairs (MoFA) and Immigration Authorities for long/short term assigned international staff members coming for the first time to WFP Ethiopia.
    6.    Provide support in the absence of dedicated protocol assistant to process residence permits, renewals and business visa extensions for staff members and external partners who are coming to Ethiopia for WFP official mission, as well as exit visas for staff who complete their duty in Ethiopia at the Ministry of Foreign Affairs international staff and family members:
    7.    Prepare & submit standard note verbales, letters to various government authorities, embassies and follow up on approvals.
    8.    Handle on VIP/VVIP and protocol assistance tasks.
    9.    Handle Protocol assistance for high-level missions, as is necessary.
    10.    Liaise with HR and relevant units to provide protocol related services & information
    11.    Perform any other duties as assigned by supervisor

STANDARD MINIMUM QUALIFICATIONS

Education: Completion of secondary school education or university degree in Business Administration, Management, and related fields

 Experience: 3 or more progressive years of experience in related fields with a university degree or 5 years or more in general administration with secondary education

 Languages: Fluency in both oral and written communication in English and the local language

Knowledge & Skills:

 

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

People

Performance

Partnership

DEADLINE FOR APPLICATIONS

31, January, 2023

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

 

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