Protocol Assistant (Visas) Full Time NEW

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.

Responsibilities

Under the general guidance of the Chief of Publication and Conference Management Section (PCMS) and the direct supervision of the Chief of the Travel, Transport and Visa Services Unit, the Protocol Assistant (Visas) will be responsible for the following duties: • Advise on UN rules and practices related to visa requests and documentation for staff traveling on missions, eligible dependents, and UN-sponsored travelers. • Serve as the primary point of contact for all visa-related inquiries, liaising with embassies accredited to Ethiopia, and oversee the complete visa application process, including preparation, submission, and follow-up. • Maintain an up-to-date database of visa requirements, track application statuses, and ensure timely communication with stakeholders. • Maintain and update the visa and protocol list ensuring proper filing and tracking of documents • Provide information on visa requirements for UN-sponsored scheduled travels and transit points, ensuring compliance with relevant regulations. • Assist with administrative tasks related to the processing of visas, including managing necessary documentation and maintaining accurate records. • Assist in organizing high-level visits, preparing invitations, coordinating logistics and supporting accreditation procedures • Draft, proofread, and dispatch protocol-related correspondence e.g. Note Verbales, Invitations, and Condolences ensuring accuracy and adherence to protocol standards. • Collaborate with the Executive Office, Administrative Offices, and UN agencies on visa services, ensuring efficient coordination. • Assist with office management functions, including compiling leave plans, organizing meetings, making reservations, and managing office supplies. • Provide direct administrative support to the Chief of the Travel Unit, including preparing reports, managing records, and assisting with various office tasks. • Support the creation and updating of informational materials, such as web pages or brochures, related to visa and administrative services. • Assist with cost recovery tasks, including processing and tracking visa-related costs, maintaining an updated service catalog for cost recovery purposes, and preparing billing documents in UMOJA, such as sales and service orders. • 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. • Assists with visualizations and updating information material such as web pages or brochures. • Performs other related work as required.

Education

High school diploma or equivalent. A bachelor’s degree in management/business administration or related fields is desirable

Work Experience

A minimum of five years of progressive work experience in administrative work with a focus on duties related to visas or protocols is required. The minimum years of relevant experience is reduced to three (3) years for candidates who possess a first-level university degree or higher. Knowledge of administrative and operational support is desirable. One year or more experience in data analytics or related areas is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.