Administration Assistant – (Protocol Services)_Fixed Term_ G5_Based In Addis Ababa Ethiopia
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WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.
ABOUT WFP
Assisting 91.4 million people in around 83 countries each year, the World Food Programme (WFP) is the leading humanitarian organization saving lives and changing lives, delivering food assistance in emergencies and working with communities to improve nutrition and build resilience. On any given day, WFP has 5,000 trucks, 20 ships and 92 planes on the move, delivering food and other assistance to those in most need. Every year, we distribute more than 15 billion rations at an estimated average cost per ration of US$ 0.31. These numbers lie at the roots of WFP’s unparalleled reputation as an emergency responder, one that gets the job done quickly at scale in the most difficult environments. WFP’s efforts focus on emergency assistance, relief and rehabilitation, development aid and special operations.
WFP Ethiopia is working with the government and other humanitarian partners to strengthen the resilience of Ethiopia’s most vulnerable population and to chart a more prosperous and sustainable future for the next generation. The Country Office also supports programmes that use food assistance to empower women, transform areas affected by climate change and keep children in school. It aims to contribute to Ethiopia’s five-year development agenda, the Growth and Transformation Plan (GTP), through which the Government combats food insecurity.
ORGANIZATIONAL CONTEXT
This job is located in WFP Ethiopia Country office based in Addis Ababa. Under the direct supervision of the Administration Officer and overall supervision of Head of Administration Unit.
JOB PURPOSE
The incumbent will be responsible to provide efficient protocol services together with the Protocol team located at the Country Office. Protocol services includes VIP handling, processing of different types of protocol related requests at the Ministry of Foreign Affairs, other government offices and at different embassies and consular offices accredited to Ethiopia.
KEY ACCOUNTABILITIES (not all-inclusive)
1. Provide support to process official and private sea and air import permits requests at the Ministry of Foreign Affairs and follow up on customs clearances and delivery of shipments.
2. In the absence of a dedicated protocol assistant, assist and accompany staff members (travelling for WFP official mission) at different embassies in Addis Ababa, to process entry visas, follow-up approvals, collect passports on behalf of travelers and provide feedback to staff members.
3. Handle driving license legalizations at MoFA, assist and accompany staff members (as required) to government dedicated clinics and Road Transport Authority (RTA) for driving license conversions and renewals.
4. Assist in the processing of WFP’s new and/or sold vehicles ownership transfers at MoFA and RTA.
5. Provide support to process Ethiopia entry visa approvals at the Ministry of Foreign Affairs (MoFA) and Immigration Authorities for long/short term assigned international staff members coming for the first time to WFP Ethiopia.
6. Provide support in the absence of dedicated protocol assistant to process residence permits, renewals and business visa extensions for staff members and external partners who are coming to Ethiopia for WFP official mission, as well as exit visas for staff who complete their duty in Ethiopia at the Ministry of Foreign Affairs international staff and family members:
7. Prepare & submit standard note verbales, letters to various government authorities, embassies and follow up on approvals.
8. Handle on VIP/VVIP and protocol assistance tasks.
9. Handle Protocol assistance for high-level missions, as is necessary.
10. Liaise with HR and relevant units to provide protocol related services & information
11. Perform any other duties as assigned by supervisor
STANDARD MINIMUM QUALIFICATIONS
Education: Completion of secondary school education or university degree in Business Administration, Management, and related fields
Experience: 3 or more progressive years of experience in related fields with a university degree or 5 years or more in general administration with secondary education
Languages: Fluency in both oral and written communication in English and the local language
Knowledge & Skills:
- Proficient in the use of office equipment and computer software packages, such as Microsoft Word.
- Knowledge of work routines and methods in order to complete processes under minimal supervision.
- Uses tact and courtesy to give and receive information to a wide range of individuals.
- Ability to identify data discrepancies and rectify problems requiring attention
- Ability to offer guidance or basic on-the-job training to more junior staff.
4Ps CORE ORGANISATIONAL CAPABILITIES
Purpose
- Understand and communicate the Strategic Objectives: Helps teammates articulate WFP’s Strategic Objectives.
- Be a force for positive change: Suggests potential improvements to team’s work processes to supervisor.
- Make the mission inspiring to our team: Explains the impact of WFP activities in beneficiary communities to teammates.
- Make our mission visible in everyday actions: Articulates how own unit’s responsibilities will serve WFP’s mission.
People
- Look for ways to strengthen people's skills: Trains junior teammates on new skills and capabilities.
- Create an inclusive culture: Seeks opportunities to work with people from different backgrounds.
- Be a coach & provide constructive feedback: Serves as a peer coach for colleagues in same area of work.
- Create an “I will”/”We will” spirit: Tracks progress toward goals and shares this information on a regular basis with supervisor.
Performance
- Encourage innovation & creative solutions: Explores ways to consistently be more efficient and accurate in own areas of work and shares new methods of work with colleagues.
- Focus on getting results: Focuses on getting results and tracks trends in completion rates for own tasks to identify opportunities for efficiency.
- Make commitments and make good on commitments: Takes responsibility for own tasks and notifies supervisor as soon as possible of potential delays in meeting deadlines or commitments.
- Be Decisive: Independently decides what action to take when faced with critical choices in the workplace or in dangerous situations in the field.
Partnership
- Connect and share across WFP units: Suggests opportunities for partnering with other units to supervisor.
- Build strong external partnerships: Identifies opportunities to work with colleagues and partners in the field towards common goals.
- Be politically agile & adaptable: Develops an understanding of the value of WFP’s teams and external partners in fulfilling team’s goals and objectives.
- Be clear about the value WFP brings to partnerships: Aligns own activities with supervisor’s priorities to fulfill internal and external partner needs.
DEADLINE FOR APPLICATIONS
31, January, 2023
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WFP has a zero-tolerance approach to conduct such as fraud, sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to WFP’s standards of conduct and will therefore undergo rigorous background verification internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may lead to disqualification or termination of employment
WFP will not request payment at any stage of the recruitment process including at the offer stage. Any requests for payment should be refused and reported to local law enforcement authorities for appropriate action.
