Special Notice
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.
UNECA is committed to promoting geographical distribution and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply.
Org. Setting and Reporting
This position is located in the Conference Management Section (CMS) within Division of Administration (DoA) in the Economic Commission for Africa (UNECA), Addis Ababa Ethiopia. The Chief of Protocol, Visa and Liaison Service works under the Chief Transport, Protocol, Travel Management and Visa Unit with overall guidance and supervision by Chief of Section CMS and Director of DoA.
Responsibilities
The Chief of Protocol, Visa and Liaison Service is the principal official responsible for all protocol issues and events involving the ECA leadership, and handles protocol arrangements for all events and ceremonies of the Commission. He/she is responsible for visits of all high-level dignitaries and for their participation at regular and special sessions of the Commission and other Committees sessions, at the UN conferences both at headquarters and away from Addis Ababa.
Within delegated authority and under direct supervision of the Chief Transport, Protocol, Travel Management and Visa Unit, the incumbent will be responsible for performing the following duties:
1.Maintains contacts with Ethiopian Ministry of Foreign Affairs (MoFA), foreign embassies, the African Union Commission, UN Agencies, other government institutions and international organizations based in Ethiopia. ) etc. and offices of Member States and organizations assigned to him/her.
2.Provides necessary protocol and liaison services to staff and other UN Agencies seeking this service from UNECA to settle various matters (administrative, legal, protocol).
3.Follows closely with Human Resources Services Section on the arrival of new staff members, consultants, fellows, interns etc. from the purpose of arranging visas and applicable local documents and IDs through MoFa.
4.Provides logistics support to staff members, their eligible dependents, consultants, fellows, interns and meeting participants, especially as it relates to visa requirements, conference and accommodation services.
5.Advises staff on matters related to protocol, visas, privileges and immunities, arranges the issuance and the extension of the validity of Ethiopian Residence ID cards for international staff members and their eligible dependents, as well as extension of multiple visas for other categories of employees, etc.
6.Maintenance of various databases on passport details of all staff, their dependents as well as visa information about the other contract employees;
7.Provides, in close collaboration with OES and ODS the required protocol support for the official travels of the ES and the DESs and for the visiting dignitaries including the required protocol assistance at the airport on arrival and upon departure;
8.Organizes, in close consultation with Office of the Executive Secretary (OES), ECA Divisions and Conference Management Section, the official events and protocol functions requiring attendance of the Executive Secretary and/or his/her deputies;
9.Develops and maintains database with the contacts of foreign Ambassadors and VIP guests, keeps orders of precedence, prepares invitations for official functions, tracks acceptances and regrets in close consultation with OES;
10.Submits periodic reports as events unfold on the implementation status of the Host Country Agreement between ECA and the Ethiopian Government, and provides up to-date information to staff members about the operational requirements related to the ECA/Host Country agreements, attends relevant meeting as appropriate
11.Plans, coordinates and executes with the Host Country and with other relevant Government offices all protocol and logistical arrangements during the course of conferences, particularly with regard to registration of delegates, liaison with delegations and the organizing committee of the Host Country, arrival and departure scenarios, opening ceremonies, attending to VIPs, seating arrangements; and plans and organizes official luncheons, dinners and other social functions of the Executive Secretary;
12.Plans and organizes the required protocol and logistic support for the participants in the conferences, meetings and other events organized at the ECA Conference Center including hotel accommodation, visa on arrival, meet and greet, airport transfers, etc.;
13.Supervises the drafting of all outgoing correspondence, including note verbal’s, letters to various local entities and host authorities, and reviews and assigns all incoming correspondences;
14.Manages the team providing protocol, visa and hotel services and ensures that the supervised staff are adequately trained, cross trained, identifying additional training needs to achieve high working standards;
15.Performs other related duties as required by the Chief of Section and the Director of Administration, and also acts as Deputy Chief of Transport, Protocol, Travel Management and Visa Unit;
16.Perform other duties as may be assigned
Competencies
Professionalism:
•Knowledge of protocol in a governmental or international organization including experience of working with the Host Government.
•Knowledge of accepted norms, rules and customs of international diplomatic protocol, including practices developed within the United Nations System or similar organizations.
•Familiarity with ‘United Nations Flag Code and Regulations’, ‘United Nations Order of Precedence’ and ‘General Information for the Permanent Missions to the United Nations’ or similar organizations.
•Ability to apply various United Nations administrative rules and regulations in work situations.
•Conceptual, analytical and evaluative skills to conduct independent research and analysis.
•Ability to identify issues, formulate opinions, make conclusions and recommendations.
•Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter.
•Also knowledge of ERP/SAP applications.
•Conscientious and efficient in meeting commitments, observing deadlines and achieving results.
•Motivated by professional rather than personal concerns.
•Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
•Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Communication:
•Speaks and writes clearly and effectively
•Listens to others, correctly interprets messages from others and responds appropriately
•Asks questions to clarify, and exhibits interest in having two-way communication
•Tailors language, tone, style and format to match the audience
•Demonstrates openness in sharing information and keeping people informed.
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
•Monitors and adjusts plans and actions as necessary
•Uses time efficiently
Education
Advanced university degree (Master’s degree or equivalent) in Political Science, International Relations or related areas is required. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in protocol, public information or external relations. Work experience with an International Organization in the area of protocol is desirable. Familiarity with the United Nations system is desirable.
Languages
Fluency in English (both oral and written) is required. Knowledge of French or another UN official language is desirable.
Assessment
Eligible candidates may be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on “The Application Process” and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
More Information
- Job City Addis Ababa