Admin Protocol and Liaison Officer (Administration Officer)

Job Description

Under the guidance and direct supervision of the Head of Support Services, the Admin - Protocol and Liaison Officer is responsible for management of the country office administrative team and effective delivery of administrative support services. He/she analyzes and interprets the administrative rules and regulations and provides solutions to complex issues related to administration. The Admin - Protocol and Liaison Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Admin - Protocol and Liaison Officer works in close collaboration with the operations, programme and project teams in the country office, UNOPS HQ staff, UN agencies and Government officials, ministries and diplomatic missions to successfully deliver, process and facilitate all protocol and liaison administrative services.

Summary of Key Functions

• Provision of effective liaison with government and other partners
• Efficient protocol support to the country office.
• Effective support to administrative services
• Facilitation of knowledge building and knowledge sharing

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

• Maintains and develops relationships with units in government ministries, agencies and other partners, to provide the necessary information to 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 Head of Support Services, work closely with the various units in following up on fund transfers, signing of project agreements and operational advances, etc.

2. Ensures effective protocol support to ensure effectiveness of the country office focusing on achievement of the following results:

• Maintain continuous contact and dialogue with Government Ministries and Departments concerned on Protocol matters; and advice management accordingly. Draft correspondence as required.
• Undertake activities with the diplomatic and consular services on issuance of Ethiopian and other country visas for UNOPS personnel and visitors.
• Process and facilitate residency and work permits, as well as driver licenses, and UN IDs, duty-free for eligible personnel and their dependents.
• Advice travellers on visa requirements. Prepare and raise required documentation to the relevant authority to obtain entry/exit visas and travel permits for UNOPS personnel and visitors.
• Facilitate in obtaining clearance of UNOPS consignments and shipments, including those for official/project purposes as well as for international personnel. Prepare and raise documentation for vehicle registration.
• Support the program team in the follow up with relevant ministries on- fund transfers status.
• Handle specific activities 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.
• When required, arrange to meet & see off VIP passengers, UNOPS personnel and visitors at the airport and facilitate immigration and custom formalities.
• Establish and maintain a monitoring tool for protocol related issues. Update the status of each case; and report to supervisor on regular basis.
• Establish and maintain proper filing and archiving system for protocol related documents for the office and personnel files are kept up-to-date, and information relating to protocol issues are noted in the relevant files
• Maintain up-to-date contact details of the ministries and local authorities with whom UNOPS has working relationship; including contact personnel and documentation requirements.
• Continuously follow up with relevant Government office for current and up-to-date information on policies related to visas, work permits, tax exemption requirements, customs clearing etc; and advice UNOPS staff
• Preparation of relevant SOPs on protocol issues.

3. Ensures effective support to administrative services of the country office and team, focusing on achievement of the following results:

• Handle processing of VAT exemptions and reimbursements for official purposes relating to delivery of projects; and/or for international personnel.
• Prepare and raise required documentation to relevant authorities for tax exemption on import/export items that might arise
• Handle various vehicle Pre Delivery Inspection (PDI) activities in collaboration with MOENCO, Nyala Motors and other suppliers
• Handle various logistics, administrative and transport activities for different units as per the weekly plan and the direction provided by the Admin and LogisticsTeam
• Administrative advice and support to international staff and consultants of Regional Office (e.g. assist international staff and consultants in finding suitable housing according to their needs within a short time frame).
• Drafting of correspondence and internal procedural directives relating to administrative matters
• Administrative support and services provided to Regional Office or Operations/Project Centre’s key events (e.g. conferences, VIP visits, UN Day, etc.) on a timely and quality basis.
• Efficient and effective cooperation among different sub-teams in terms of achieving results.

4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• 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.

Impact of Results

The key results have an impact on the overall efficiency of the country office in administration management and success in introduction and implementation of operational strategies. Strategic approach to administration management, effective and efficient administrative support, and timely and appropriate delivery of services ensure client satisfaction and overall effective delivery of UNOPS programmes and projects.

A. Education

• First level university degree (Bachelors or equivalent), preferably in Business Administration, Public Administration, Logistics or other related discipline is required.
• Advanced university degree (Masters or equivalent) will be considered a strong asset/desired.

B. Work Experience

• At least 2 years of progressive experience in a relevant position such as provision of administrative and liaison services, logistics and supply chain management, custom clearance.
• Experience with administration, supply, protocol and liaison functions with the UN/UNOPS or other International Organization would be considered as an asset.
• Experience and proven track record in dealing with government ministries, custom authorities and other relevant offices in processing various documents would be considered as an asset.
• Excellent computer skills and advance knowledge of MS Office is required.
• Having a valid driving license is required.

C. Language: Fluency in written and oral Amharic and English is required. Knowledge of second UN working language desirable.

About the Organization

Background Information – UNOPS Ethiopia Multi-country Office

Established in 2009, UNOPS Ethiopia Multi-country 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. Since 2014, the UNOPS Ethiopia multi-country office manages and coordinates the UNOPS activities in Ethiopia, as well as Sudan and Djibouti.

UNOPS Ethiopia Multi-country Office offers a broad range of services and activities such as tailor-made administration, operations, human resources and logistics support for implementation of development and humanitarian projects; infrastructure and procurement management services; and advisory services to partners to facilitate effective procurement, supply and financial management.

The UNOPS Ethiopia Multi-country Office team is composed of approximately 100 national and international women and men.