PROTOCOL, VISA, AND LIAISON SERVICES UNIT. PROTOCOL, VISA, AND LIAISON SERVICES UNIT Guidelines for the provision of services

Transcription

1 PROTOCOL, VISA, AND LIAISON SERVICES UNIT Guidelines for the provision of services 0

2 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 Appendix 2. Ethiopian Entry Visa Request Form Appendix 3. Resident ID Request Form 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 1

3 PROTOCOL, VISA, AND LIAISON SERVICES UNIT 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. 2

4 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 Reply/approval received and/or UNECA request processed Requesting office or individual staff informed of the outcome Request routed to the Protocol Supervisor Document delivered to the addressee either physically or electronically a) Document verified, recorded, and filed b) ID or passport verified and returned to staff member Protocol Assistant tasked to handle the request Note Verbale, letter, , or fax message prepared, signed, and stamped 3

5 V. STAFF COMPOSITION AND OFFICE LOCATION PROTOCOL, VISA, AND LIAISON SERVICES UNIT 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 Mr. Andualem Kassa Mr. Tadesse Besherga VI. WHO S WHO IN THE PROTOCOL, VISA, AND LIAISON SERVICES UNIT Jean-Marc Koumoue Chief Ext koumoue@un.org Andualem Kassa Protocol Assistant Ext kassa.uneca@un.org Teferi Wondemagegne Protocol Assistant Ext wondemagegne.uneca@un.org Legesse Araya Protocol Assistant Ext tewolde.uneca@un.org Tadesse Besherga Protocol Assistant Ext beshergat@un.org 4

6 Abiy Kumlachew Protocol Assistant Ext Selamawit Retta Protocol Assistant Ext

7 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 $ 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 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. 6

8 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 passportsize 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. 7

9 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. 8

10 Appendix 1 Service Request Form PROTOCOL, VISA, AND LIAISON SERVICES UNIT 9

11 Appendix 2 Ethiopian Visa from Embassy Abroad PROTOCOL, VISA, AND LIAISON SERVICES UNIT 10

12 Appendix 3 Resident ID Request Form PROTOCOL, VISA, AND LIAISON SERVICES UNIT 11

13 Appendix 4 Visa on Arrival Request Form PROTOCOL, VISA, AND LIAISON SERVICES UNIT 12

14 Appendix 5 Airport Pass Permit Request Form PROTOCOL, VISA, AND LIAISON SERVICES UNIT 13

15 Appendix 6 Driver s License Authentication Form PROTOCOL, VISA, AND LIAISON SERVICES UNIT 14

16 Appendix 7 List of Countries Which Can Be Issued with Tourist Visas on Arrival 15

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

18 Appendix 9 List of Ethiopian Embassies and Consulates Worldwide 17

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