Administration Senior Assistant (Protocol)

UNOPS HoA MCO is recruiting for this position: Administration Senior Assistant based in Addis Ababa, Ethiopia.

Established in 2009, the Horn of Africa Multi-country Office (HoAMCO) currently operates an established Operations Centre in Addis Ababa, overseeing a portfolio of engagements across four countries in the Horn of Africa: Ethiopia, Djibouti, Sudan, and South Sudan. HAMCO focuses on providing services in Infrastructure, Procurement, Project Management, HR and Transactional Services, and Fund Management, across sectors such as Health, Education, Agriculture, and Resilient Infrastructure, among others.

Our goal is to support countries in need, assist communities, and empower our partners by delivering on our mandate in infrastructure, procurement, and project management throughout the Horn of Africa.

Under the guidance and supervision of the Administration Officer, the Administration Senior Assistant will support in ensuring greater predictability, visibility and accountability, while at the same time strengthening UNOPS EMCO’s partnership with various external stakeholders including government agencies, UN agencies, etc. S/he will also support protocol matters such as registration of staff, coordination with local authorities, on space, accreditation, visa issues, shipping and customs clearance, motor vehicle registration, tax exemptions of personnel, etc.

Accordingly, the incumbent will be required to provide information on new changes, rules and regulations to the EMCO’s to analyze and interpret and provide solutions to a variety of clients.

The Administration Senior Assistant is expected to plan weekly activities, register and report daily accomplished activities and support the various units under as per the guidance of the Support Services Manager. In addition, the incumbent will have to work with various government counterparts, ministries, diplomatic missions, ERCA and others.

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.

Ensure effective protocol support to enhance the functioning of the country office, focusing on the achievement of the following results:

• 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.

Provide effective liaison services with government and other partners, focusing on the following results:

• 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.

Ensure effective support for administrative services within the country office and team, focusing on the following results:

• 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.

Support knowledge building and sharing, focusing on the following 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.