Protocol & Liaison Associate

Job Description

Background Information – UNOPS

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

Background Information – Job-specific

Established in 2009, UNOPS Ethiopia Office has been providing services to various partners, including the government of Ethiopia, UN agencies such as WHO, UNHCR and WFP, and other international organizations. In 2014, the UNOPS Executive Director decided to establish the UNOPS Ethiopia Operational Hub (ETOH), which manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti.

UNOPS ETOH activities range from tailor-made administration, operations, human resources and logistics support for implementation of development and humanitarian projects; infrastructure and procurement management services; and advisory services on effective procurement, supply and financial management.

Under the guidance and supervision of the Head of Support Services, the Protocol & Liaison Associate will facilitate and advise on protocol matters including accreditation, visa issues, shipping and customs clearance, motor vehicle registration, tax exemptions of personnel, etc. Accordingly, the incumbent will be required to analyze and interpret various rules and guidelines to provide solutions to a variety of clients.

 

S/he is expected to monitor, record and report on activities, recovery of costs, and cost-effectiveness. S/he promotes a collaborative, client-focused, quality and results-oriented approach consistent with UNOPS rules in the delivery of services to clients.

The incumbent will have to work and liaise with various operations, programme and project personnel at the Ethiopia Office, as well as government counterparts, diplomatic missions and others.

Functional Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results

• Full compliance to UN/UNOPS rules and regulations, policies and strategies on protocol, shipping and customs.


• Interprets, reviews and provides advice on protocol and immigration statutes on immunities and privileges, host country agreements, cross border activities.


• Ensures implementation of cost saving measures through advanced planning and effective organization of daily/weekly schedules of work.


• Liaises with the Ministry of Foreign Affairs and Immigration Department to review changes to policies and procedures regarding the UN’s privileges and immunities, and advises management and personnel accordingly.


• Actively undertakes cost recovery; and ensures timely settlement of accounts by clients and projects for services provided.

Ensures efficient protocol support to ensure effectiveness of relevant administrative and logistics support provided for activities, focusing on following results

• Responsible for overseeing all protocol issues with the Ministry of Foreign Affairs, customs authority, and other government agencies including airports authority.


• Liaises and follows up with the diplomatic and consular services on issuance of Ethiopian and other country visas for UNOPS personnel and visitors.


• Arrange and process residency and work permits, as well as driver licenses, and UN IDs for eligible personnel and their dependents.


• Assists with termination and separation of personnel, including handling of the relevant protocol and privileges and immunities related processes, as required by the HR Unit.


• Ensure prompt clearance of UNOPS consignments and shipments, including those for official purposes as well as international personnel.


• Follows up on VAT exemptions and reimbursements for official purposes relating to delivery of projects; and/or for international personnel.


• Assists with registration of motor vehicles of UNOPS, as well as privately-owned motor vehicles of international personnel.


• Drafts correspondence and requests on protocol matters, and guides operations team on appropriate protocol and correspondence guidelines when communicating with government agencies and other parties.


• Liaises with the Ministry of Foreign Affairs, Immigration Department, Airports Authority and Ministry of Finance to obtain various clearances, communicate security detail of VIPs, and request landing rights, etc.


• Works in close coordination with departments within operations, programme, projects and UN agencies to ensure smooth flow of events, and processing of requests.

Provides effective liaison function with government and other partners, focusing on achievement of the following results

• Maintains and develops relationships with key government ministries, agencies and other partners, and supports UNOPS management, projects and personnel with following up on official documents and requests, as well as scheduling and coordination of official meeting.


• Under the guidance of the HoSS, assist PMs/PSOs and Finance Unit with following up on signing of project and other cooperation agreements, fund transfers, operational advances, etc.


• Supports UNOPS projects with managing issues and risks relating to customs and clearance issues, including identification and resolution of challenges through discussions, follow up on and inspection of goods and shipments.


• As required, provides logistical support to the incoming missions and high level visits, medical evacuations, and to the UNOPS/project conferences, workshops and events.

Support to knowledge building and knowledge sharing in the CO focusing on achievement of the following results

• Guides staff on completing relevant host country applications governing privileges and immunities.


• Conducts briefing for staff on their diplomatic privileges and immunities in Ethiopia; prepares briefing notes for new staff on immigration formalities and ensures that the information is continuously updated.


• Participates in and contributions to the relevant workshops, staff/operations/programme meetings and seminars to provide information, updates and advice on shipment, customs and protocol issues, as required.


• Provides sound contributions to knowledge networks and communities of practice.


• Makes sure that relevant office and personnel files are kept up-to-date, and information relating to protocol issues are noted in the relevant files.

Education/Experience/Language requirements

Education

• Secondary education required;


• University degree in Business Administration, Public Administration, Development Studies, law or equivalent is highly desirable;

Experience

• At least 6 years of progressive experience in a relevant position such as provision of administrative, protocol and liaison services for an international organization, including for management and/or for projects.


• Experience with administration, supply, protocol and liaison functions with the UN/UNOPS desirable.

Language

• Fluency in written and oral Amharic and English is required.

Competencies

• Integrity


• Professionalism


• Respect for Diversity


• Communication


• Teamwork


• Planning and Organizing


• Accountability


• Creativity


• Client Orientation


• Commitment to Continuous Learning


• Technological Awareness

Functional Competencies

Planning & Organizing

• Develops clear goals that are consistent with agreed strategies.


• Identifies priority activities and assignments; adjusts priorities as required.


• Allocates appropriate amount of time and resources for completing work.


• Foresees risks and allows for contingencies when planning.


• Monitors and adjusts plans and actions as necessary.


• Uses time efficiently.

Teamwork

• Works collaboratively with colleagues to achieve organizational goals.


• Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others.


• Places team agenda before personal agenda.


• Builds consensus for task purpose and direction with team members.


• Supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position.


• Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Commitment to Continuous Learning

• Keeps abreast of new developments in own occupation/profession.


• Actively seeks to develop oneself professionally and personally.


• Contributes to the learning of colleagues and subordinates.


• Shows willingness to learn from others.


• Seeks feedback to learn and improve.

Contract type, level and duration

This is a local position and therefore it is open to only Nationals of Ethiopia.

Contract type: Local Individual Contractor

Contract level: LICA 6

Contract duration: 1 year with possibility of extension ( Subject to satisfactory performance and funds availability)

Closing date: Dec 08, 2015

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How to Apply

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

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)



• Applications received after the closing date will not be considered.



• Only those candidates that are short-listed for interviews will be notified.



• Please attach a cover letter in your application.



• Qualified female candidates are strongly encouraged to apply.



• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post



• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.

 

Job Categories: Admin, Secretarial and Clerical Jobs. Job Types: Full-Time. Job expires in 30 days.

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