Management Services Assistant (protocol Services), G5, Addis Ababa

Organizational Context

The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives in emergencies and building pathways to peace and prosperity. This role is situated within the WFP Ethiopia Country Office in Addis Ababa, supporting the Management Services Unit. The incumbent will operate under the direct supervision of the Senior Management Services Associate.

Job Purpose

The Management Services Assistant (Protocol Services) will provide essential protocol support within the WFP Ethiopia Country Office. This role is crucial for ensuring the smooth and efficient handling of all protocol-related matters, including visa and permit processing, residence formalities, and official correspondence with government authorities and embassies. The incumbent will liaise with the Ministry of Foreign Affairs and other relevant bodies to facilitate official missions and high-level visits. Key responsibilities include managing import permits, coordinating visa and residence permit applications for international staff and visitors, and processing driving license legalizations. The role also involves supporting vehicle ownership transfers and maintaining accurate protocol records. This position requires strong attention to detail, tact, discretion, and the ability to manage multiple cases effectively to ensure timely resolution and compliance with protocol procedures.

Responsibilities

The Management Services Assistant (Protocol) role provides essential protocol support within the WFP Ethiopia Country Office. Key responsibilities include processing various permits and visas for official and private shipments, staff, and visitors, liaising with the Ministry of Foreign Affairs, embassies, and other relevant authorities. This involves managing import permits, entry visas, residence permits, and business visa extensions, ensuring compliance with protocol procedures. The role also handles driving license legalization and vehicle ownership transfer formalities. A significant part of the job is drafting and submitting official correspondence, such as note verbales, and maintaining accurate records and trackers for all protocol-related requests. Additionally, the assistant provides crucial protocol support for VIP/VVIP visits and official missions, coordinating clearances and logistical arrangements. This position requires meticulous attention to detail, strong organizational skills, and the ability to manage multiple tasks simultaneously while maintaining professionalism and confidentiality in interactions with diverse stakeholders.

Work Experience

Requires at least five years of progressively responsible work experience in protocol services or related roles. This includes experience in visa and permit processing, residence formalities, liaising with government authorities and embassies, preparing official correspondence, records management, and supporting official missions or high-level visits. General administrative experience alone is insufficient.

Skills

Protocol Procedures, Visa Processing, Permit Processing, Residence Formalities, Official Correspondence, Liaison with Authorities, Records Management, Attention to Detail, Drafting Skills, Microsoft Office Proficiency

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