Home Vacancies Senior Administration Associate (Protocol Services)

Senior Administration Associate (Protocol Services)

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BACKGROUND AND PURPOSE OF THE ASSIGNMENT:

Under the direct supervision of the Administration Officer and overall supervision of Head of Administration Unit, the incumbent will be responsible for providing efficient protocol services together with the Protocol team located at the Country Office. Protocol services includes handling facilitation of NFI Duty Free Import Approval, Customs clearances, Shipment clearance payment verifications, VIP handling as well has processing of different types of protocol related requests and visas at different government Ministries, embassies and consular offices accredited to Ethiopia.

KEY ACCOUNTABILITIES (not all-inclusive)

  1. Provide advice, support and/or train junior Protocol staff/direct reports. Supervise daily assigned Protocol tasks. Assist managers in planning and monitoring protocol tasks.
  2. Handle communication on a range of protocol related subjects with internal staff members and external partners. Respond to complex Protocol support queries in order to provide a timely and accurate information for resolution of enquiries for clients.
  3. Handle processes of import approval and customs clearances processes of WFP’s official and international staff members private, sea and air shipments at the relevant government authorities and follow-up customs clearances processes.
  4. Handle sea and air shipment clearance invoices verification for payment processing.
  5. Handle processes of ownership registrations and transfer ownerships for WFP’s new, sold, donated vehicles, including follow-up of vehicles ownership transfer formalities at the relevant government authorities.
  6. Handle VIP and protocol assistance tasks for high-level missions.

KEY ACCOUNTABILITIES (Cont…)

  1. Oversee the maintenance of records and databases to ensure information is organised and readily available for Protocol team and managers, and compliant with all relevant regulations and policies.
  2. Prepare and/or consolidate comprehensive monthly Protocol reports.
  3. Replace protocol team members during annual leave and critical schedules to cover Protocol.
  4. Any other Protocol related duties as assigned.

STANDARD MINIMUM QUALIFICATIONS

 

Education:

 

University degree in economics, business administration, social sciences, development studies or management is desirable.

Experience: At least five years of Administration and protocol related experience.

Skills and competences: Written and oral communication, computer literacy and previous experience with database systems, relationship building and teamwork.

Experience supervising staff.

Languages: Fluency (level C) in English language: Fluency in both oral and written communication.

 

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

  • Has demonstrated a strong understanding of WFP administrative operating standards through day to day work.
  • Has provided coaching or training to new staff members within area of expertise.
  • Has awareness of Federal immigration rules and regulations of Ethiopia
  • Familiar with the Federal customs rules and regulations of Ethiopia and knowledge of customs formalities.
  • Familiar with protocol procedures
  • Has common service spirit and client oriented skills
  • A strong team player and ability to work under stress and emergencies

DEADLINE FOR APPLICATIONS

06 September 2021

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

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