Within delegated authority, the Administration Associate will be responsible for the following duties:

  1. Answer a range of queries related to the provision of administrative services in order to support the resolutionof daily issues.
  2. Coordinate the activities of a team of staff working in the area, to ensure individual and team objectives aremet in compliance with all relevant regulations, policies, and procedures, and performance plan.
  3. Take part in receiving, accompany and see off official delegations and government guests.
  4. Assist in organizing hospitality and other logistic arrangements for visiting delegations and government guests(in coordination with relevant units, such as Admin)
  5. Support the National Protocol Officer in liaising with the Regional Bureau or Head Quarters regardinginternational visitors.
  6. Provide support in preparing meetings with local officials in coordination with Ministry of Foreign Affairs, otherUN agencies or other individuals.
  7. Coordinate with admin, security and transport units for the arrangements of road missions and airport transfers for visitors.
  8. Support the National Protocol Officer to coordinate with Ministry of Foreign Affairs to obtain visas for guests and prepare necessary documents.
  9. Take part in arranging and coordinating all meetings between the Mission officials and local authorities.
  10. Provide support to coordinate logistical requirements to the ceremonies and protocol tasks as may be required.
  11. Provide protocol assistance in coordination with the National Protocol Officer for activities of the Head of the Office and other senior representatives of the Office as required, in line with their day-to-day programs.
  12. Support in organizing the external missions’ trips as regards appointment, accommodation, immigration formalities, and visa; in coordination with protocol units of the destination countries.
  13. Support the National Protocol officer in acting as a mission focal point for all communications and coordinate with the related office of the Host Government.
  14. Assists and advises the Military Personnel, UNPOL, UNVs, and International Contractors in providing entry and extension of visas and assists international staff’s eligible family members to obtain entry and extension visas(when applicable).
  15. Provide reports in relation to field missions and visas statuses to inform management when meeting with local authorities (using the Protocol System database)
  16. Act as a focal point to track the Protocol System database, provide assistance and training to WFP staff to better use the system and initiate improvements to enhance the quality of its data in coordination with the ICT unit.
  17. Familiarizes staff members with local laws when interacting with local authorities.
  18. Help in obtaining flight clearance through diplomatic mission or ministries.
  19. Preform the duties of the National Protocol Officer when he/she is absent.
  20. Perform other duties, as assigned.

This vacancy is archived.

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