Overview

Officer, Protocol

Job Purpose

With guidance and direct supervision from the Senior Executive Officer, Africa Regional Office, the Protocol Officer will be the focal point for all protocol services for the Africa Regional Office as well as follow up to ensure that all standard Federation procedures are in place and implemented accordingly.

 

Job Duties and Responsibilities

Monitoring

Monitor protocol issues, and in close collaboration with the Executive Office support communications with Diplomatic Missions, Embassies, International Organizations, Non-Governmental Organizations, ICRC, Secretariat in Geneva, National Societies Senior Management and Governance, Government protocol and other External Relations; maintain an updated database of all these contacts.
Manage protocol and welcome services, and advice on any new policies that may impact on IFRC operations and relationships
Supervising the drafting of all outgoing correspondence to various local entities and host authorities, reviewing, and assigning all incoming correspondences.
Liaises and follows up with the Ministry of Foreign Affairs and Immigration Department on all new policy circulars or revisions on privileges and immunities
Understand and communicate the travel process to all travelers to ensure adherence to procedures and controls. Perform regular reviews of the process and recommend and implement improvements to streamline the chain.
Support

Provide a comprehensive visitor/delegate welcome package and protocol services that includes information about Africa Region.
Support the Region in diplomatic and protocol services for high-level visitations, missions, receptions, and diplomatic functions in Kenya ensuring established minimum diplomatic and protocol standards are met.
Support Africa region office set up / closure on protocol related matters
Maintain close liaison with the Executive Office particularly as regards to Senior Management protocol needs.

Administration  

Coordinate obtaining necessary official documentation such as resident permits, visas and driving licenses for all delegates, staff, or visitors in the Region.
Focal point for all administrative issues related with the Ministry of Foreign Affairs of the Republic of Kenya, and other governments within the Africa Regional Office.
Brief new staff members on visa and immigration requirements of the Host Country and lead accreditation processes with the relevant authorities, including Visa Accreditation/Residents permit/End of mission cancellation of ID cards and Visa Letters
Develop and maintain a database of supplementary service contracts that are related to the protocol function and that have been signed by all Parties.
Coordinate protocol for high-level missions and visitations ensuring diplomatic and protocol etiquette is observed at airports.
Document the management and collection of paperwork from the various Embassies, Government Ministries and departments or such forms that are required for the processing of visas and permits.

Education

 

Bachelor’s degree in administration or Political Science or International relations. Required
Certificate in protocol. Required
Experience

5 years’ experience of working for humanitarian organisation in the same role. Required
Red Cross/Red Crescent knowledge and experience. Preferred
Ability to identify issues, formulate opinions, make conclusions and recommendations. Required
Conceptual analytical and evaluative skills. Required
Experience in working in a diplomatic institution, embassy or international organization. Required
Experience of working in and managing office administration and basic protocol, including filing, liaison with organisations, translation/interpretation and report writing . Required
Experience in maintaining program, contractual and confidential files. Required

Knowledge, Skills and Language

Ability to work in a cross-cultural and cross functional environment. Required
Ability to work with tight deadlines and handle multiple tasks. Required
Must have computer working knowledge. Required
Excellent communication and reporting skills. Required
Good interpersonal skills an essential part of the job. Required
Staff management and development skills. Required

Competencies and Values

Teamwork
Communications
Integrity
National Society relations
Empowering others
Professionalism
Accountability

MODE OF APPLICATION

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About International Federation of Red Cross and Red Crescent Societies (IFRC)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian and development network, with millions of volunteers in 190 member National Societies. We are guided by Strategy 2020 - our collective plan of action to tackle the major humanitarian and development challenges of the present decade. We will continue 'saving lives and changing minds’ by focusing our work in three key areas: 1) disaster response and recovery, 2) development and 3) promoting social inclusion and peace.