Management Services Assistant (Protocol Services), G5, Addis Ababa

DEADLINE FOR APPLICATIONS

4 July 2026-23:59-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.
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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

Open to Ethiopian Nationals

ORGANIZATIONAL CONTEXT:

This job is located in WFP Ethiopia Country office based in Addis Ababa. Under the direct supervision of the Senior Management Services Associate and overall supervision of 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 (not all-inclusive, nor exhaustive):

• 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 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.
• 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 & 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.

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

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.
• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.
• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.
• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

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.