Protocol and Customs Clerk

Job Posting Organization:
The United Nations Development Programme (UNDP) Ethiopia operates under the Standard Basic Assistance Agreement (SBAA) signed with the Government in February 198

• The organization works closely with the Government of Ethiopia and various partners to advance sustainable development, democratic governance, peacebuilding, and climate resilience. UNDP Ethiopia's mission is to support the country in achieving its development goals while ensuring compliance with international standards and practices. The organization has a significant presence in Ethiopia, contributing to various sectors and initiatives aimed at improving the lives of the Ethiopian people. UNDP Ethiopia employs a diverse workforce and collaborates with multiple stakeholders to implement its programs effectively.

Job Overview:
The Protocol and Customs Clerk position is crucial for facilitating smooth administrative processes related to protocol, customs clearance, travel documentation, and liaison with national authorities. Under the direct supervision of the Protocol and Customs Analyst and overall guidance of the Deputy Resident Representative (O), the incumbent will provide comprehensive support for protocol and customs activities. This includes handling shipments, visa and travel documentation, and maintaining strong working relationships with government counterparts. The role requires a client-oriented mindset, strong attention to detail, and adherence to UNDP’s values of integrity, professionalism, and inclusivity. The incumbent is expected to work across various units and functions, enhancing collaboration and ensuring that UNDP's strategic goals are met through effective service delivery for staff, projects, and international partners.

Duties and Responsibilities:

• Ensure Protocol and Customs Compliance: Ensure full compliance of all protocol and customs activities with UNDP rules, regulations, and Ethiopian laws; maintain up-to-date knowledge of changes in national customs and immigration regulations and advise staff accordingly; prepare and process all documentation required for the clearance of official shipments, duty-free imports, and staff entitlements.
• Provide Administrative and Logistical Support: Coordinate customs clearance for incoming/outgoing shipments and liaise with forwarding agents, airlines, and customs officials; draft, review, and manage correspondence, including notes verbales, memoranda, and reports related to protocol and customs services; track and follow up on pending cases with national authorities to ensure timely release of shipments and baggage; maintain cost-recovery records for protocol services rendered to projects and other UN entities.
• Maintain Excellent Relationships with Customs Authorities: Support visa applications, residency permits, and related travel documentation for international staff, consultants, and visitors; liaise with the Ministry of Foreign Affairs, Immigration Services, and other relevant government bodies to ensure timely issuance of required documents; provide guidance and orientation to staff and partners on travel and protocol requirements.
• Ensure Stakeholder Engagement and Relationship Management: Build and maintain strong working relationships with customs authorities, MoFA, Immigration Services, and other government counterparts; act as a focal point for protocol and customs-related inquiries from staff, projects, and partners; ensure transparent and courteous client service that upholds UNDP’s reputation.
• Support Knowledge Management and Capacity Building: Maintain accurate and accessible records of all customs and protocol transactions; contribute to the preparation and dissemination of guidance notes, FAQs, and updates for staff on relevant procedures; support training and knowledge-sharing sessions within the Operations Unit; contribute to communities of practice related to protocol and administrative services. The incumbent may perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Qualifications:
Education: Secondary Education is required. A University degree in Management, Business Administration, Logistics, and Supply Chain Management would be given due consideration, but it is not a requirement. Specialized training in administration is desired. Experience: Minimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of progressively responsible administrative experience is required; demonstrated hands-on experience in protocol, customs, and clearance processes is required; proven experience working with government authorities (e.g., Ministry of Foreign Affairs, Immigration, Customs) is desired; familiarity with import/export regulations and documentation requirements is desired; previous experience in UN/International organizations is an asset; proficiency in MS Office (Word, Excel, PowerPoint) and ERP systems is desired.

Educational Background:
The educational background required for this position includes a minimum of secondary education. However, candidates with a university degree in fields such as Management, Business Administration, Logistics, or Supply Chain Management will be given preference. Specialized training in administration is also considered a valuable asset for this role, as it equips candidates with the necessary skills to navigate the complexities of protocol and customs processes effectively.

Experience:
The level of experience needed for this position includes a minimum of 4 years of progressively responsible administrative experience for candidates with secondary education. For those with a bachelor's degree, at least 1 year of relevant experience is required. Candidates must demonstrate hands-on experience in protocol, customs, and clearance processes, as well as proven experience working with government authorities such as the Ministry of Foreign Affairs, Immigration, and Customs. Familiarity with import/export regulations and documentation requirements is also desired, along with previous experience in UN or international organizations, which is considered an asset. Proficiency in MS Office applications and ERP systems is also required.

Languages:
Fluency in English and the national language of the duty station, which is Amharic, both spoken and written, is required for this position. Additionally, knowledge of another UN language is considered an advantage, as it may enhance communication and collaboration with diverse stakeholders.

Additional Notes:
The position is a fixed-term appointment with a probationary period for new UNDP staff members. The continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of this probationary period. UNDP reserves the right to select one or more candidates from this vacancy announcement and may retain applications for other similar positions at the same grade level. The organization emphasizes equal opportunity and values diversity, encouraging qualified applicants from all backgrounds to apply. UNDP does not charge any fees during the recruitment process and is committed to creating an inclusive workplace where all personnel can thrive and benefit from career opportunities.