Administration Senior Assistant (Protocol)

Administration, Procurement, Project Management
Ethiopia, Addis Ababa
April 4, 2025
Full Time
Urgent
Application ends: April 16, 2025
Apply Now

Job Description

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.

Duty station: Addis Ababa.

Functional Responsibilities

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 travellers 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.

Education/Experience/Language requirements

Education

  • Completion of secondary school is required.
  • A first-level university degree (Bachelor’s or equivalent), preferably in Business Administration, Business Management, Public Administration, Law, International Relations, Communication, or another relevant discipline, is an asset and may replace some of the required years of experience but not required.

Experience

  • A minimum of five (5) years of relevant experience or less depending on academic credentials in general administration is required, preferably involving interactions with government authorities, ministries, various offices, and other key stakeholders for operational support services in national or international public or corporate organizations.
  • At least one (1) year experience in processing and interpreting legally binding agreements and other various official documents dealing with government ministries, officials/authorities or similar offices is required.
  • Experience of custom clearance formalities is an advantage.
  • Experience of working in an International Organization would be an asset.
  • Excellent computer skills are required, and knowledge of google suite applications is desirable.
  • Having a valid driving license is desirable.

Language

  • Fluency in written, reading and spoken English is required.
  • Knowledge of another UN Official Language is an asset.

Contract type, level and duration

  • Contract type: Local Individual Contractual Agreement
  • Contract level: LICA-5 (ICS5)
  • Contract duration: Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Application period: 03-Apr-2025 to 16-Apr-2025.

Related Jobs