PROTOCOL, VISA, AND LIAISON SERVICES UNIT · The Protocol, Visa and Liaison Services Unit assists...

PROTOCOL, VISA, AND LIAISON SERVICES UNIT

0


Guidelines for the provision of services


1

Contents

I. Mission Statement……………………………………………………………………………………………………………2

II. Core Functions………………………………………………………………………………………………………………………………..2

III. Services Extended to Other UNECA Divisions/Sections………………………………………………………………….3

IV. Unit’s Workflow..................................................................................................................................3

V. Staff Composition and Office Location…………………………………………………………………………………………..4

VI. Who’s Who in the Protocol, Visa, and Liaison Services Unit…………………………………………………………4

VII. Glossary of Terms ....................................................................................................................... 6

VII. Frequently Asked Questions ....................................................................................................... 7

Appendix 1. Service Request Form….………….….……………………....................................................9

Appendix 2. Ethiopian Entry Visa Request Form….…….……….…..……..……………………………….....10

Appendix 3. Resident ID Request Form.……….……...........…..…………………..……….……………………..11

Appendix 4. Visa on Arrival Request Form……………………………………………………………………….......12

Appendix 5. Airport Pass Permit Request Form…………………………………………………………………….13

Appendix 6. Driver’s License Authentication Form……………………………………………………………….14

Appendix 7. List of Countries Whose Citizens Can Be Issued with Tourist Visas on Arrival…….15

Appendix 8. List of Countries to Which Laissez-Passer Holders Can Travel Without a Visa…….16

Appendix 9. List of Ethiopian Embassies and Consulates Worldwide…………………………………….17


2


I. MISSION STATEMENT

The Protocol, Visa, and Liaison Services Unit is committed to maintaining excellence as it

provides consistent, ethical, and high quality services to ECA, its internal and external

clients, irrespective of race, religion, nationality or orientation, and at the same time

preserving and protecting the integrity of the strategic vision of the United Nations

Economic Commission for Africa (UNECA).

II. CORE FUNCTIONS

a) In addition to its main protocol functions, the Protocol, Visa, and Liaison Services Unit is

vested with the responsibility of procuring residence IDs, multiple entry visas, tourist visas,

visas on arrival, visa requests for UNECA officials travelling abroad, processing duty-free

privilege authorizations for international staff members, assisting with immigration

formalities, and providing courtesies to UNECA high-level officials at the airport, arranging

hotel bookings, and processing the authentication of drivers’ licenses.

b) The unit processes the authorization of duty-free fuel permits from the Ministry of

Foreign Affairs for the purchase of fuel for the official vehicles and vehicles of senior

international staff members.

c) The unit develops and maintains an efficient and effective visa processing system,

provides up-to-date information to staff and family members, conference participants

and other guests with official status at UNECA.

d) The unit assists with the organizing and servicing of meetings, conferences, workshops

etc., including facilitating visa on arrival, hotel accommodation, and the provision of

airport meet and greet services to participants.

e) The unit maintains useful contacts and good rapport with the host government and

diplomatic missions accredited to Ethiopia.

f) The unit facilitates the negotiation of issues pertaining to the Host Country Agreement vis

à vis staff entitlements, privileges and immunities with the Host Government. The

unit also convenes and provides secretarial support services to the Joint Committee on

Host Country Agreement.


3

III. SERVICES EXTENDED TO OTHER DIVISIONS AND SECTIONS

The Protocol, Visa and Liaison Services Unit assists all UNECA conference organizers in divisions,

sections and offices with the processing of requests for the issuance of visas on arrival to

delegates. Additionally, it negotiates corporate rates with selected hotels in Addis Ababa and

makes hotel bookings on the request of travelers. The unit provides airport meet and greet

services for event participants and assists with immigration formalities, luggage identification,

and ground transfers to hotels.

IV. UNIT’S WORKFLOW

Formal request received by the Chief of Unit

Request routed to the Protocol Supervisor

Protocol Assistant tasked to handle the request

Note Verbale, letter, email, or fax message prepared, signed, and

stamped

Document delivered to the addressee either

physically or electronically

Reply/approval received and/or UNECA request

processed

Requesting office or individual staff informed

of the outcome

a) Document verified, recorded, and filed

b) ID or passport verified and returned to staff

member


4

V. STAFF COMPOSITION AND OFFICE LOCATION

The Protocol, Visa, and Liaison Services Unit is headed by a P3 assisted by a Supervisor. Six

Protocol Assistants service the unit. Three undertake administrative duties in the office, and

three are field staff that interact with government offices, including the Ministry of Foreign

Affairs, Immigration Department, and the Bole International Airport Administration.

The Protocol, Visa, and Liaison Services Unit is located on the first floor of the UNCC building at

office N-105. In the event that additional information is required on the services that the unit

offers, contact can be made at the following extensions:

1. Mr. Jean-Marc Koumoue, Chief – 35220

2. Mr. Andualem Kassa – 35438

3. Mr. Tadesse Besherga – 35206

VI. WHO’S WHO IN THE PROTOCOL, VISA, AND LIAISON SERVICES UNIT

Jean-Marc Koumoue

Chief

Ext.35220

Email :

[email protected]

Andualem Kassa

Protocol Assistant

Ext.35438

Email:

[email protected]

Teferi Wondemagegne

Protocol Assistant

Ext.35292

Email:

[email protected]

Legesse Araya

Protocol Assistant

Ext.33545

Email:

[email protected]

Tadesse Besherga

Protocol Assistant

Ext.35206

Email:

[email protected]

mailto:[email protected]






5

Selamawit Retta

Protocol Assistant

Ext.33787

Email: [email protected]

Abiy Kumlachew

Protocol Assistant

Ext.33915

Email:

[email protected]




6

VII. GLOSSARY OF TERMS

1. Resident ID: is the identification card issued to internationally recruited staff who have a

continuous contract of 1 year and above with ECA, and their eligible dependents to enable

each person to legally reside in Ethiopia. The residence ID also serves each person’s entry and

exit visa.

2. Single entry visa: is the category of visa issued by an Embassy of Ethiopia overseas that allows

a traveler to enter the country once. Depending on the status of the traveler, he/she may get

an extension of visa or a resident ID card.

3. Multiple entry visa: is the category of visa issued to consultants or staff members that are

temporarily recruited to handle a particular project. Holders of multiple visas can enter and

exit the country as often as they wish once travel is prior to the visa expiration date.

4. Visa on arrival: is the issuance of a visa upon arrival at the Bole International Airport. A visa

on arrival is typically issued to persons who are coming from countries without an Embassy

or Consulate of Ethiopia. It is common for participants or UNECA guests coming to UNECA to

attend meetings to be issued with visas on arrival. The cost of a visa on arrival varies from

USD $30 – 50.

5. Tourist visa: is the category of visa issued to relatives and friends traveling to Ethiopia on

vacation or to visit a UNECA staff member. A list of countries whose citizens can be issued

with tourist visas on arrival is attached in Appendix 7.

6. Authentication of drivers’ license: is the process of ascertaining the legality of an

internationally recruited staff members’ drivers’ license issued in another country.

7. Diplomatic privileges and immunities: diplomatic privileges and immunities are rights that

States grant each other through their representatives and are a prerequisite for proper

performance of the delicate and essential functions usually carried out by diplomatic agents

and staff of international organizations. These privileges are granted, as per the Host Country

agreement, to international staff at UNECA and to family members living under the same roof

and who are not nationals of the receiving country. Duty free privilege is among the

diplomatic privileges that international staff members are granted. The Protocol, Visa &

Liaison Services Unit, as one of its tasks, requests the Ministry of Foreign Affairs to authorize

the duty-free privilege for new staff members when they join UNECA.


7

VII. FREQUENTLY ASKED QUESTIONS

a. What are the requirements to obtain an Ethiopian Resident ID card?

For staff members: Contract valid for at least one year, copy of passport

biography page, copy of entry visa, service request forms, two passport-size

photos

For eligible/registered dependents: Copy of staff member’s Resident ID, copy of

passport biography page, copy of entry visa, service request form, two passport-

size photos

b. What is the maximum validity of a multiple entry visa?

For staff who are hired for less than one year, the validity of multiple entry visa is generally

based on the duration of the staff member’s contract. For dependent children below 5

years of age, the validity of their visas will be in accordance with the validity of the staff

members’ Resident ID card. Children who are above 5 years of age will get a resident ID

card, instead of a multiple entry visa.

c. Who is eligible to be issued with a visa on arrival?

A visa on arrival can be issued to persons coming to UNECA to attend meetings,

conferences, workshops, and trainings. It can also be issued to newly-recruited staff

coming to take up duty at UNECA from countries where Ethiopia does not have an

Embassy or a Consulate. The permit for visa on arrival is processed by the Protocol office,

provided that the request is submitted at least two weeks prior to traveling. A list of

countries where Ethiopian embassies and consulates are present can be found in

Appendix 9. Holders of UNLP and Diplomatic Passports can get visa on arrival, gratis.

d. What procedures should I follow to facilitate the issuance of an entry visa for my

relative who wishes to visit Ethiopia?

The staff member inviting his/her relative should fill the service request form (Appendix

2), submit a copy of his/her Ethiopian Resident ID card, and a copy of the relative’s

passport. Depending on the presence of an Ethiopian Embassy or Consulate, the Protocol,

Visa, and Liaison Services Unit will request either a visa on arrival or the issuance of an

entry visa in the relative’s country of residence.

e. What are the procedures to be followed in the event that my Resident ID card and/or

laissez-passer is misplaced or stolen?

The staff member should obtain a police report, with the assistance of Security and Safety

Services (SSS), and approach Protocol for Resident ID replacement and Human Resources

Services Section for laissez-passer.


8

f. What are my rights at the airport if I am asked to open my luggage for inspection?

Holders of UNLP, Diplomatic, and Service Passports are exempted from inspection,

provided that the entry date stamp is in the UNLP, Diplomatic, or Service Passport.

However, if the security officer on duty deems it necessary, he/she may inspect the

luggage.

g. My division/section is expecting high-level guests/participants for a conference that it

is convening. How can their access to the diplomatic lounge at the airport be arranged

for their arrival and departure?

Ethiopian Ministry of Foreign Affairs authorizes the use of VIP lounge, depending on the

rank of the individual. If the guests qualify, Protocol can be approached to facilitate the

use of the VIP lounge. In principle, foreign embassies accredited to Ethiopia are taking

care of their respective Ministers and high officials.

h. My division/section is convening an event and high-level participants are expected to

attend. What assistance can the Protocol, Visa, and Logistics Unit provide in terms of a

seating plan, escorting/protocol, gift selection and exchange, accommodation, advice

on social activities, and arranging appropriate transportation and liaison with

government officials?

While the leading role will be played by the meeting organizers, the Unit will provide

limited support, provided the request comes from the meeting organizers.


9

Appendix 1 – Service Request Form


10

Appendix 2 – Ethiopian Visa from Embassy Abroad


11

Appendix 3 –Resident ID Request Form


12

Appendix 4 – Visa on Arrival Request Form


13

Appendix 5 – Airport Pass Permit Request Form


14

Appendix 6 – Driver’s License Authentication Form


15

Appendix 7 – List of Countries Which Can Be Issued with Tourist Visas on Arrival


16

Appendix 8 – List of Countries to Which Laissez-Passer Holders Can Travel Without a Visa


17

Appendix 9 – List of Ethiopian Embassies and Consulates Worldwide


18


19


20

PROTOCOL, VISA, AND LIAISON SERVICES UNIT · The Protocol, Visa and Liaison Services Unit assists...

Documents

Transcript of PROTOCOL, VISA, AND LIAISON SERVICES UNIT · The Protocol, Visa and Liaison Services Unit assists...