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PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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PROTOCOL, VISA, AND LIAISON SERVICES UNIT
Guidelines for the provision of services
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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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
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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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.
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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
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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 :
Andualem Kassa
Protocol Assistant
Ext.35438
Email:
Teferi Wondemagegne
Protocol Assistant
Ext.35292
Email:
Legesse Araya
Protocol Assistant
Ext.33545
Email:
Tadesse Besherga
Protocol Assistant
Ext.35206
Email:
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Selamawit Retta
Protocol Assistant
Ext.33787
Email: [email protected]
Abiy Kumlachew
Protocol Assistant
Ext.33915
Email:
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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.
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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.
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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.
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Appendix 1 – Service Request Form
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Appendix 2 – Ethiopian Visa from Embassy Abroad
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Appendix 3 –Resident ID Request Form
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Appendix 4 – Visa on Arrival Request Form
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Appendix 5 – Airport Pass Permit Request Form
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Appendix 6 – Driver’s License Authentication Form
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Appendix 7 – List of Countries Which Can Be Issued with Tourist Visas on Arrival
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Appendix 8 – List of Countries to Which Laissez-Passer Holders Can Travel Without a Visa
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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Appendix 9 – List of Ethiopian Embassies and Consulates Worldwide
PROTOCOL, VISA, AND LIAISON SERVICES UNIT
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