Protocol and Customs Clerk

Position PurposeUnder the direct supervision of the Protocol and Customs Analyst and overall guidance of the Deputy Resident Representative(O), the incumbent will provide comprehensive support for protocol and customs activities. This includes handling shipments, visa and travel documentation, and maintaining strong working relationships with government counterparts. The role requires a client-oriented mindset, strong attention to detail, and adherence to UNDP’s values of integrity, professionalism, and inclusivityDuties And Responsibilities Ensure Protocol and Customs ComplianceEnsure full compliance of all protocol and customs activities with UNDP rules, regulations, and Ethiopian laws;Maintain up-to-date knowledge of changes in national customs and immigration regulations and advise staff accordingly;Prepare and process all documentation required for the clearance of official shipments, duty-free imports, and staff entitlements. Provide Administrative and Logistical SupportCoordinate customs clearance for incoming/outgoing shipments and liaise with forwarding agents, airlines, and customs officials;Draft, review, and manage correspondence, including notes verbales, memoranda, and reports related to protocol and customs services;Track and follow up on pending cases with national authorities to ensure timely release of shipments and baggage;Maintain cost-recovery records for protocol services rendered to projects and other UN entities. Maintains Excellent relationships with customs authorities, aiming at obtaining the following resultsSupport visa applications, residency permits, and related travel documentation for international staff, consultants, and visitors;Liaise with the Ministry of Foreign Affairs, Immigration Services, and other relevant government bodies to ensure timely issuance of required documents;Provide guidance and orientation to staff and partners on travel and protocol requirements. Ensure Stakeholder Engagement and Relationship ManagementBuild and maintain strong working relationships with customs authorities, MoFA, Immigration Services, and other government counterparts;Act as a focal point for protocol and customs-related inquiries from staff, projects, and partners;Ensure transparent and courteous client service that upholds UNDP’s reputation. Support Knowledge Management and Capacity Building Maintain accurate and accessible records of all customs and protocol transactions;Contribute to the preparation and dissemination of guidance notes, FAQs, and updates for staff on relevant procedures;Support training and knowledge-sharing sessions within the Operations Unit;Contribute to communities of practice related to protocol and administrative services.Cross-Functional & Technical competencies Business Management: Customer Satisfaction/Client ManagementAbility to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.Business Management: CommunicationCommunicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.Ability to manage communications internally and externally, through media, social media and other appropriate channelsBusiness Development: Knowledge FacilitationAbility to animate individuals and groups, internally and externally, and to design and facilitate activities, to share and exchange knowledge, information and ideas.Knowledge of tools and approaches to stimulate active participation, contribution, and exchange. Administration & Operations: Management of shipments Knowledge of regulatory frameworks and processes related to management of shipments, including contracting shipments for staff members who travel on initial appointment, reassignment and repatriation. Administration & Operations: Documents and records managementOverall document (hard or electronic) management, registry and retention policy, including storing and archiving.EducationRequired Skills and ExperienceSecondary Education is required. ORUniversity degree in Management, Business Administration, Logistics and Supply Chain Management would be given due consideration, but it is not a requirement.Specialized training in administration is desired.ExperienceMinimum of 4 years (with secondary education) or 1 year (with bachelor’s degree) of progressively responsible administrative experience is required; Demonstrated hands-on experience in protocol, customs, and clearance processes is required;Proven experience working with government authorities (e.g., Ministry of Foreign Affairs, Immigration, Customs) is desired;Familiarity with import/export regulations and documentation requirements is desired;Previous experience in UN/International organizations is an asset;Proficiency in MS Office (Word, Excel, PowerPoint) and ERP systems is desired.Language RequirementsFluency in English and the national language of the duty station (Amharic) spoken and written is required. Knowledge of another UN language is an advantage.