Economic Commission for Africa Protocol Assistant Jobs in Ethiopia

Economic Commission for Africa Protocol Assistant Jobs in Ethiopia

Org. Setting and Reporting

ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063.

The mission is guided by ECA's five new strategic directions which are: advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues.

This position is in the Publications & Conference Management Section (PCMS) within the Publications Conference and Knowledge Management Division (PCKMD) in the United Nations Economic Commission for Africa (UNECA), Addis Ababa Ethiopia. The incumbent works under the general guidance of the Chief of Publications and Conference Management Section (PCMS), and the direct supervision of the Chief of the Protocol Liaison and Services Unit (PLSU).

Responsibilities

Within the delegated authority the Protocol Assistant will perform the following duties and responsibilities:

Process accreditation of new staff members and their dependents, consultants, and interns. Ensure the timely issuance of diplomatic identity cards, personal identification numbers and exemption from work permits and endorsement of the same in their passports. Process the submission of notification of departure to the Ministry of Foreign Affairs for those leaving the country. Monitor and follow up delays.

Meet & greet VIP at the airport.

Assist in obtaining permission to use VIP Lounge at Addis Ababa International Airport for UNECA officials and UN high officials from HQ.

Process duty-free privileges for subscribing agencies and entitled staff, as per the host country agreement. These include but are not limited to:

Change of driver license

Duty free fuel for UNECA high officials.

Process renewals of diplomatic identity cards, work permit exemptions, upon their expiry. Monitor and follow up delays with the relevant host government department.

Prepare briefing notes for all new clients on immigration formalities, duty-free and tax exemption privileges, ensure that the information is continuously updated, and guide the clients accurately.

Ensure the accuracy of the data entered into The protocol system - Track the expiry dates of documents, visas, and remind the affected staff members to initiate action for renewal of the same in good time. Be responsible for the maintaining of up-to-date, accurate and consistent content in the host country relations unit website (including the forms and guidelines).

Exercise professionalism, tolerance, mental alertness and diplomacy daily

while dealing with issues of urgent and sensitive nature that require an above-average stress threshold level. Draft correspondence, notes verbale, covering letters and perform any other duties as may be assigned by the Chief from time to time.

Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

To provide service including arranging hotel bookings, obtaining approval of visa on arrival from the Ministry of Foreign Affairs, maintaining participants' database, scrutinizing, and processing hotel invoices etc.

Competencies

Professionalism: Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; The ability to perform analysis, modelling, and interpretation of data in support of decision-making. Ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors.

Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required. Diploma from technical college in a field relevant to administration is desirable.

Work Experience

A minimum of seven (7) years progressively responsible experience in administration or related area with at least two of which must be in the administration of host country services/protocol services is required.

The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.

Experience in processing diplomatic privileges (accreditation, duty-free, value added tax exemption, vehicle registration and driving license processing, etc.) is required.

Experience with e-government systems (e.g. eService) is desirable.

Experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the UN Secretariat. For the position advertised, fluency in English is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.

How to Apply

For more information and job application details, see; Economic Commission for Africa Protocol Assistant Jobs in Ethiopia

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