Management Services Assistant (Protocol)

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, dedicated to saving lives in emergencies and using food assistance to build pathways to peace, stability, and prosperity for people recovering from conflict, disasters, and the impacts of climate change. Established in 1961, WFP operates in over 80 countries, employing thousands of staff members who work tirelessly to ensure effective humanitarian assistance reaches millions of people globally. WFP is recognized for its commitment to diversity and inclusion, and it actively encourages qualified candidates from all backgrounds to apply. The organization was awarded the Nobel Peace Prize in 2020, highlighting its significant contributions to global peace and humanitarian efforts. WFP's mission is centered around the values of Integrity, Collaboration, Commitment, Humanity, and Inclusion, and it strives to create a healthy and inclusive work environment for its employees. For more information about WFP, visit their official website at https://www.wfp.org and follow them on various social media platforms for updates and news.

Job Overview:
The Management Services Assistant (Protocol) position is crucial for ensuring efficient protocol services within the WFP Ethiopia Country Office located in Addis Ababa. The incumbent will work under the direct supervision of the Management Services Officer and the overall supervision of the Head of the Management Services Unit. This role involves providing comprehensive protocol services, which include handling VIP requests, processing various protocol-related requests at the Ministry of Foreign Affairs, and liaising with embassies and consular offices. The successful candidate will be responsible for facilitating the entry and residence permits for international staff, assisting with customs clearances, and ensuring that all protocol-related tasks are executed smoothly and efficiently. The position requires a proactive approach to problem-solving and the ability to work independently while maintaining a high level of professionalism and discretion.

Duties and Responsibilities:
The duties and responsibilities of the Management Services Assistant (Protocol) include, but are not limited to:

• Processing official and private sea and air import permit requests at the Ministry of Foreign Affairs and following up on customs clearances.
• Assisting and accompanying staff members on WFP official missions to various embassies in Addis Ababa to process entry visas, follow up on approvals, collect passports, and provide feedback to staff members.
• Handling driving license legalizations at the Ministry of Foreign Affairs and the Road Transport Authority for conversions and renewals.
• Assisting in the processing of ownership transfers for WFP’s new and/or sold vehicles at the Ministry of Foreign Affairs and the Road Transport Authority.
• Supporting the processing of Ethiopia entry visa approvals for long/short-term international staff members coming to WFP Ethiopia for the first time.
• Assisting in the processing of residence permits, renewals, and business visa extensions for staff members and external partners on WFP official missions, as well as exit visas for staff completing their duties in Ethiopia.
• Preparing and submitting standard note verbales and letters to various government authorities and embassies, and following up on approvals.
• Handling VIP/VVIP protocol assistance tasks as necessary.
• Liaising with HR and relevant units to provide protocol-related services and information. 1
• Performing any other duties as assigned by the supervisor.

Required Qualifications:
The ideal candidate for the Management Services Assistant (Protocol) position should possess the following qualifications:

• Proficient in the use of office equipment and computer software packages, such as Microsoft Word and Excel.
• Knowledge of work routines and methods to complete processes with minimal supervision.
• Ability to use tact and courtesy when giving and receiving information from a wide range of individuals.
• Capability to identify data discrepancies and rectify problems requiring attention.
• Ability to offer guidance or basic on-the-job training to more junior staff members.

Educational Background:
Candidates should have completed secondary school education. A post-secondary certificate in a related functional area is desirable, as it would provide additional knowledge and skills relevant to the position.

Experience:
Candidates should have a minimum of 5 years or more of progressively responsible work experience in a relevant business stream, with a strong background in general administrative work. This experience is essential to ensure that the candidate can effectively manage the various responsibilities associated with the protocol services.

Languages:
Fluency in both oral and written communication in English and Amharic is mandatory for this position. Proficiency in additional languages would be considered an asset, enhancing the candidate's ability to communicate effectively in a diverse work environment.

Additional Notes:
The position is a fixed-term contract for a duration of 12 months, with the possibility of extension based on organizational needs and performance. The role is classified at the G5 grade level, indicating a mid-level position within the organization. WFP is committed to providing an inclusive work environment and encourages applications from individuals with disabilities. The organization does not charge any fees during the recruitment process, and all employment decisions are made based on merit and individual qualifications. Selected candidates will undergo rigorous reference and background checks to ensure compliance with WFP's standards.