Job Description
Protocol Assistant, Addis Ababa
Job Title
PROTOCOL ASSISTANT, G7
Department/ Office
ECONOMIC COMMISSION FOR AFRICA
Duty Station
ADDIS ABABA
Job Opening number
11-PCL-ECONOMIC COMMISSION FOR AFRICA-18946-R-ADDIS ABABA
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
Under direct supervision of the Chief, Protocol and Logistics sub-unit and the general guidance of the Chief, General Services Section, the incumbent will be responsible for the following duties:
Responsibilities
Supervises and coordinates the activities of filed staffs of the sub-unit working at airport, Ministry of Foreign Affairs and other Government offices;
Request visas and permits for ECA staff, conference delegates and other guests of the Secretariat from Ethiopian Government offices through routine Note Verbales;
Assists in coordinating airport meet-and-great services for newly recruited staff, consultants and other guests of the Secretariat;
Arranges hotel bookings and transportation from the airport to lodgings;
Maintains the petty cash account of the sub-unit during large functions to meet unforeseen emergencies;
Drafts statistics and other statements relating to the Protocol sub-unit for the management;
Checks and verifies invoices and bills for services received from hotels, restaurants and other establishments for ECA officials business;
Liaises with the Finance Section to facilitate payment for bills received from hotels, restaurants and other service providers;
Liaises with the Human Resources Services on issue relating to staff contracts and entitlements;
Liaises with service providers in the hospitality industry to keep abreast of current prices of accommodations and services;
Brief new staff members on services and entitlements processed by the Unit;
Advices staff on the visa and immigration requirements of the Host Country and Embassies and assists in meeting;
Liaises with the Ethiopian Ministry of Foreign Affairs, the Immigration Department and various Embassies to facilitate the issuance of visas and resident permits to ECA staff and their families;
Assists staff about other countries' Visa requirements;
Process and follows up on visa requests for delegates coming from countries with no Ethiopian diplomatic representation and ensures Ethiopian Foreign Ministry and Immigration Department approval for such visas are communicated to Airport Immigration and Airline Officials;
Prepares overtime budget of the Protocol sub-unit for the attention of conference organizer;
Assists the Chief of Protocol in the planning, Coordinating and Execution of Protocol & Logistics of ECA conferences and official functions;
Executes protocol related components /Logistics of ECA conferences and officials functions;
Other emergency or special duties as may be assigned periodically by the Chiefs of GSS and Protocol & Logistics Sub-Unit.
Competencies
Professionalism: Knowledge of protocol and Logistics related requirements; plans, manages and resolve conflicting priorities. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains claim in stressful situations.
Communication: Ability to draft wide ranges of correspondences, speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately: asks question to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience.
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; monitoring and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma is required. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Addis Ababa. Diploma or Degree in the areas of Management, Business Administration or Logistics is an asset.
Work Experience
Seven years of progressively responsible experience in the areas of protocol, hotel management or logistics. Private sector experience in large establishments, e.g. hotels or other institution providing hospitality, conference or related services would be an asset.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in both oral and written English is required. Knowledge of another official United Nations Language is an advantage.
United Nations Considerations
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Assessment Method
The assessment method for this Job Opening is technical written test and competency based interview.
Special Notice
Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. If an external candidate is selected, his/her appointment will be subject to a passing the Addis Ababa Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the Economic Commission for Africa. Candidates, who are successful in the pre-screening process, will be contacted by the recruiter and scheduled to sit for the ASAT at a later date. The candidate is responsible for any travel expenses incurred in order to take the examination at the duty station.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers In accordance with established rules and procedures.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.
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Please note:
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES).
THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
