Management Services Assistant (Protocol Services), G5

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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. WFP is a 2020 Nobel Peace Prize Laureate. For more information, visit www.wfp.org.

Contractual Information

Job Title: Management Services Assistant (Protocol) — Open to Ethiopian Nationals

Contract Type: Fixed Term

Grade: G5

Duty Station: Addis Ababa

Duration: 12 months

Unit/Division: Management Services

Application Deadline: July 4, 2026, 23:59 GMT+03:00 East Africa Time (Addis Ababa)

Organizational Context

This job is located in WFP Ethiopia Country Office in Addis Ababa. Under the direct supervision of the Senior Management Services Associate and overall supervision of the Head of Management Services Unit.

Background and Purpose of the Job

The incumbent will provide protocol support services within the Country Office, ensuring timely and accurate handling of protocol-related requests and transactions. The role supports visa and permit processing, residence formalities, note verbales and official correspondence, liaison with the Ministry of Foreign Affairs, embassies, consular offices and other relevant authorities, as well as protocol arrangements for official missions and high-level visits.

Key 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.
• In the absence of a dedicated Protocol Assistant, 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.
• 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 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.
• In the absence of a dedicated Protocol Assistant, 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.
• 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.

Knowledge and Skills

• Good knowledge of protocol procedures and practical experience in handling visas, residence permits, import permits, note verbales and other official protocol-related requests with government authorities, embassies and consular offices.
• Ability to manage multiple protocol cases simultaneously, apply established procedures with minimal supervision, and ensure timely follow-up on pending approvals, clearances and documentation.
• Demonstrated tact, discretion and professionalism in dealing with staff, high-level visitors, ministries, embassies and other external counterparts, including handling sensitive information with confidentiality.
• Strong attention to detail and ability to maintain accurate protocol records, identify discrepancies in supporting documents, and promptly resolve routine issues requiring follow-up or corrective action.
• Proficiency in drafting routine protocol correspondence and using standard Microsoft Office applications to track cases, prepare submissions, maintain files and produce accurate status updates.

Qualifications and Experience

Education

Completion of secondary school education. Training or certification in protocol services, diplomacy, international relations, public administration, business administration or a related field is desirable.

Experience

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.

Language

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.

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.

How to Apply

All applications must be submitted exclusively through the WFP online recruiting system. CVs or applications sent by email, LinkedIn, or any other channel will not be considered. Ensure your Workday profile is accurate and complete before applying. At the application stage, only your CV and cover letter are required. Only shortlisted candidates will be contacted.

For technical issues with your application, contact global.hrerecruitment@wfp.org.

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process.

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