Management Services Assistant (Protocol Services)

The incumbent will provide protocol support services within the WFP Ethiopia Country Office, ensuring timely and accurate handling of protocol-related requests and transactions including visa and permit processing, residence formalities, official correspondence, and protocol arrangements for official missions and high-level visits.

Responsibilities

• Process official and private sea and air import permit requests at the Ministry of Foreign Affairs, coordinate follow-up with relevant authorities, and monitor customs clearance actions to facilitate timely release of shipments.
• Coordinate and accompany staff members on official visits to embassies in Addis Ababa to process entry visas, follow up on approvals, collect passports on behalf of travelers, and provide timely updates and guidance on the status of their requests in the absence of a dedicated Protocol Assistant.
• Handle driving license legalization processes with the Ministry of Foreign Affairs and the Road Transport Authority for license conversion and renewal, ensuring complete documentation, accurate submissions, and timely follow-up.
• Support the processing of ownership transfer formalities for WFP’s newly acquired or disposed vehicles with the Ministry of Foreign Affairs and the Road Transport Authority, including the preparation of supporting documentation and follow-up on approvals.
• Process Ethiopia entry visa approvals with the Ministry of Foreign Affairs and Immigration authorities for newly assigned international staff and other eligible official visitors, ensuring compliance with applicable protocol procedures and submission requirements.
• Process residence permits, renewals, business visa extensions, and exit visas for international staff, eligible dependents, and official visitors, while coordinating with relevant offices to ensure timely action and accurate records in the absence of a dedicated Protocol Assistant.
• Draft, prepare, and submit routine note verbales and correspondence to government authorities, embassies, and consular offices, and follow up on responses and approvals in a timely and professional manner.
• Provide protocol support for VIP/VVIP visits and official missions, including the coordination of clearances, logistical arrangements, and liaison with relevant internal and external counterparts.
• Maintain protocol trackers and records for visas, permits, note verbales, clearances, and related requests, ensuring accurate status monitoring and timely follow-up.
• Review supporting documentation for completeness and compliance before submission to government authorities, embassies, and consular offices.
• Provide regular updates to staff and supervisors on the status of protocol cases and bring urgent or delayed matters to attention for action.
• Support protocol arrangements for official missions and high-level visits, including schedules, appointments, arrival and departure facilitation, and related administrative coordination.

Requirements

• Completion of secondary school education.
• Training or certification in protocol services, diplomacy, international relations, public administration, business administration or a related field is desirable.
• At least five years of progressively responsible work experience in protocol services or in directly related roles involving visa and permit processing, residence formalities, liaison with government authorities, embassies or consular offices, preparation of routine note verbales or official correspondence, records management, and support to official missions or high-level visits.
• General administrative experience alone is not sufficient.
• Fluency in oral and written English is required, with the ability to prepare routine official correspondence and communicate effectively with staff, government authorities, embassies and consular offices.
• Knowledge of the local language is an added advantage.

Skills

• Protocol Services
• Visa Processing
• Stay Permit Processing
• Residence Formalities
• Liaison with Governments
• Liaison with Embassies
• Liaison with Consular Offices
• Correspondence Preparation
• Note Verbale Preparation
• Records Management Projects
• Support to Official Missions
• Support to High-Level Visits
• English Writing
• English Communication Skills

Languages

English