Management Services Assistant (Protocol Services) at World Food Programme

Addis Ababa, Addis Ababa, Ethiopia -

Full Time

Start Date

Immediate

Expiry Date

05 Feb, 26

Salary

0.0

Posted On

07 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Equipment Proficiency, Microsoft Word, Microsoft Excel, Administrative Work, Protocol Services, Visa Processing, Customs Clearance, Driving License Legalization, Vehicle Ownership Transfer, Communication Skills, Data Discrepancy Identification, Guidance and Training, Tact and Courtesy, Problem Solving, Liaison Skills, Note Verbales Preparation

Industry

Non-profit Organizations

Description

DEADLINE FOR APPLICATIONS 5 November 2025-23:59-GMT+03:00 East Africa Time (Addis Ababa) 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 The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of climate change. At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves. To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok. WHY JOIN WFP? WFP is a 2020 Nobel Peace Prize Laureate. WFP offers a highly inclusive, diverse, and multicultural working environment. WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities. A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe. We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement). CONTRACTUAL INFORMATION: JOB TITLE: Management Services Assistant (Protocol) CONTRACT TYPE: Fixed Time GRADE: G5 DUTY STATION: Addis Ababa DURATION: 12 Months UNIT/DIVISION: Management Services NUMBER OF POSITION: One ORGANIZATIONAL CONTEXT: This job is located in WFP Ethiopia Country office based in Addis Ababa. Under the direct supervision of the Management Services Officer and overall supervision of Head of Management Services Unit. BACKGROUND AND PURPOSE OF THE JOB: The incumbent will be responsible to provide efficient protocol services together with the Protocol team located at the Country Office. Protocol services include 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 RESPONSIBILITIES (not all-inclusive, nor exhaustive): 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. 2. In the absence of 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 travellers and provide feedback to staff members. 3. Handle driving license legalizations at MoFA 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 necessary 10. Liaise with HR and relevant units to provide protocol related services & information. 11. perform any other duties as assigned by supervisor. Knowledge & Skills: Proficient in the use of office equipment and computer software packages, such as Microsoft Word, excel. 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. QUALIFICATIONS AND EXPERIENCE: Education: Completion of secondary school education. A post-secondary certificate in the related functional area is desirable. Experience: 5 years or more years of progressively responsible work experience in the relative business stream with experience in general administrative work. Language: Fluency in both oral and written communication in English and Amharic. WFP LEADERSHIP FRAMEWORK WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission. Click here to access WFP Leadership Framework REASONABLE ACCOMMODATION WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: global.inclusion@wfp.org NO FEE DISCLAIMER The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION We strongly recommend that your profile is accurate, complete, and includes your employment records, academic qualifications, language skills and UN Grade (if applicable). Once your profile is completed, please apply, and submit your application. Please make sure you upload your professional CV in the English language Kindly note the only documents you will need to submit at this time are your CV and Cover Letter Additional documents such as passport, recommendation letters, academic certificates, etc. may potentially be requested at a future time Please contact us at global.hrerecruitment@wfp.org in case you face any challenges with submitting your application Only shortlisted candidates will be notified All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks. No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service. If you used to have an account on our previous platform, please note that you will need to create a new account for future applications. However, this change will not affect any ongoing recruitment processes. To ensure that WFP is able to deliver on its mandate, a range of contract types exist depending on the duration and nature of work. Find out more here. Our greatest strength is the people working around the world providing access to nutritious food and promoting lasting solutions to those we serve. WFP provides its staff with meaningful and impactful careers, continuous learning and training, and a multicultural and stimulating work environment. 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, physical or mental disability. The United Nations World Food Programme is the 2020 Nobel Peace Prize Laureate. We are the world’s largest humanitarian organization, saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity for people recovering from conflict, disasters, and the impact of climate change. Read more about WFP’s history here, and WFP’s mission here Want to hear what it’s like working for WFP? Check out our newsletter highlighting the career stories of our passionate staff here: Pathway to WFP | LinkedIn Integrity, collaboration, commitment, humanity, inclusion. These values inspire everything we do every day, allowing us to work towards a world with zero hunger. You can read more about the values here. Our behaviour guides us in how we accomplish our mission. All WFP employees are expected to demonstrate the standards of behaviour described in the WFP Leadership Framework. Learn more about the WFP Leadership Framework here. WFP is aware of fictitious employment offers being circulated via email or originating from online job boards. Many of these schemes consist of an alleged offer of employment or contract with WFP in return for the payment of fees or providing personal or banking information. Read more.

Responsibilities

The Management Services Assistant will provide efficient protocol services, including VIP handling and processing protocol-related requests at various government offices and embassies. The role involves assisting staff with visa processing, customs clearances, and handling various protocol tasks as needed.