ABOUT WFP ADD OFFICE

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 for 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. 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:

·         Prepare standard note verbale requests

·         Submit NV to MoFA.

·         Follow-up approvals at MoFA and submit MoFA approval to Main Department for Immigration and Nationality Affairs (MDINA), as necessary.

·         Collect entry visa approvals and/or slip to be issued on arrival and alert/share entry visa approvals notifications received from MDINA with the concerned requesting unit/staff member.

1. 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:

·         Prepare standard note verbale requests.

·         Submit resident permit requests and related documents in hard copies and on the platform, as necessary.

·         Follow-up approval collect residence permits, passports and duty-free privilege letters from the Ministry of Foreign Affairs and hand over to the concerned staff members.

1. Process official and private sea and air import permits requests at the Ministry of Foreign Affairs and customs clearances:

·         Prepare standard note verbales.

·         Submit sea and air import permits requests to Ministry of Foreign Affairs.

·         Follow-up approval collect MoFA import permit reference number for sea shipments and approval letter for sea shipments and handover to the clearing agent and/or staff members, as appropriate.

·         Collect/drop-off customs declaration from/to WFP contracted clearing agents’ offices for WFP officials’ endorsements and to expedite documents processes, as required.

1. 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.

1. 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.

·         Collect international staff members legalized driving licenses at the respective countries embassies/consulates and handle further legalization at MoFA.

·         Prepare standard note verbale for driving license conversions.

·         Accompany (as required) staff members to RTA for driving license conversions.

6.    Process WFP’s new and/or sold vehicles ownership transfers at MoFA and RTA.

·         Prepeare standard note verbale for ownership transfer requests.

·         Submit ownership transfer requests to MoFA. Follow-up approval and provide feedback.

·         Handle paperwork processes for WFP’s new vehicles plate number registrations and ownership booklet issuance.

7.    Assist protocol team and handle on VIP and protocol assistance tasks:

·         Prepare standard note verbale for VIP/VVIP lounge Submit VIP/VVIP requests to MoFA, follow-up approvals and handle further approval processes at Bole international airport security office.

·         Replace senior protocol team during annual leave and critical schedules to handle VVIP arrangements.

1. Assist protocol team during high-level missions, as necessary and perform any other duties as assigned.

Education: Completion of secondary school education.

Experience: Four or more years of progressively responsible work experience in the relative business stream with experience in general administrative work.

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.

Language: Fluency in both oral and written communication in English. Knowledge of the local language is added advantage.