Org. Setting and Reporting

ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 SDGs and Agenda 2063.

The mission is guided by ECA’s five new strategic directions which are: advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is in the Publications & Conference Management Section (PCMS) within the Publications Conference and Knowledge Management Division (PCKMD) in the United Nations Economic Commission for Africa (UNECA), Addis Ababa Ethiopia. The incumbent works under the general guidance of the Chief of Publications and Conference Management Section (PCMS), and the direct supervision of the Chief of the Protocol Liaison and Services Unit (PLSU).

Responsibilities

Within the delegated authority the Protocol Assistant will perform the following duties and responsibilities:

1. Process accreditation of new staff members and their dependents, consultants, and interns. Ensure the timely issuance of diplomatic identity cards, personal identification numbers and exemption from work permits and endorsement of the same in their passports. Process the submission of notification of departure to the Ministry of Foreign Affairs for those leaving the country. Monitor and follow up delays.
¿ Meet & greet VIP at the airport.
¿ Assist in obtaining permission to use VIP Lounge at Addis Ababa International Airport for UNECA officials and UN high officials from HQ.

2. Process duty-free privileges for subscribing agencies and entitled staff, as per the host country agreement. These include but are not limited to:
(a) Change of driver license
(b) Duty free fuel for UNECA high officials.

3. Process renewals of diplomatic identity cards, work permit exemptions, upon their expiry. Monitor and follow up delays with the relevant host government department.

4. Prepare briefing notes for all new clients on immigration formalities, duty-free and tax exemption privileges, ensure that the information is continuously updated, and guide the clients accurately.

5. Ensure the accuracy of the data entered into The protocol system – Track the expiry dates of documents, visas, and remind the affected staff members to initiate action for renewal of the same in good time. Be responsible for the maintaining of up-to-date, accurate and consistent content in the host country relations unit website (including the forms and guidelines).

6. Exercise professionalism, tolerance, mental alertness and diplomacy daily while dealing with issues of urgent and sensitive nature that require an above-average stress threshold level. Draft correspondence, notes verbale, covering letters and perform any other duties as may be assigned by the Chief from time to time.

7. Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

8. To provide service including arranging hotel bookings, obtaining approval of visa on arrival from the Ministry of Foreign Affairs, maintaining participants’ database, scrutinizing, and processing hotel invoices etc.

Competencies

PROFESSIONALISM: Thorough knowledge of and proven ability to work with office administration/management principles, preferably in the service provision business; The ability to perform analysis, modelling, and interpretation of data in support of decision-making. Ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors. The ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and in achievements; Is 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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education

High school diploma or equivalent is required. Diploma from technical college in a field relevant to administration is desirable.

Work Experience

A minimum of seven (7) years progressively responsible experience in administration or related area with at least two of which must be in the administration of host country services/protocol services is required.

The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.

Experience in processing diplomatic privileges (accreditation, duty-free, value added tax exemption, vehicle registration and driving license processing, etc.) is required.

Experience with e-government systems (e.g. eService) is desirable.

Experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the UN Secretariat. For the position advertised, fluency in English is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage.

NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of” equals a rating of ” confident” in two of the four areas.

Assessment

Evaluation of qualified candidates may include a substantive assessment which may be followed by a competency-based interview.

Special Notice

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.