Chief Protocol Officer (Protocol, Privileges and Immunities and Diplomatic Missions) at African Development Bank - AfDB

Reference: ADB/17/326
Location: Côte d’Ivoire
Grade: PL3
Position N°: 50093590

The Complex

• The President, plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund.
• The President supervises several Departments and Units including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Unit; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Directorate; General Counsel and Legal Services Department; Communication and External Relations Department; Staff Integrity and Ethics Office and Office of the Secretary General & General Secretariat.

The Hiring Department

• The role of the Banks' Office of the Secretary General and the General Secretariat is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank.
• The Secretary General and the General Secretariat is comprised of: (i) the Immediate Office of the Secretary General which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section; (ii) a Board Affairs and Proceedings Division; (iii) a Protocol, Privileges and Immunities Division; and (iv) a Conferences and Meetings Division.
• The main functions of the Protocol, Privileges and Immunities Division and Diplomatic Missions consist of providing protocol services and managing relations with the Bank Group Headquarters or Country Office host countries as well as diplomatic missions.

The Position

• The objective of this job is to Provide protocol assistance for the President of the Bank, Elected Officers, Senior Management and Special Guests.
• The incumbent monitors the implementation of the Headquarters Agreement and the Agreements establishing the regional or country offices and representations, as well as the immunities, privileges and exemptions extended to the Bank and its staff as well as Monitor relations with the host countries and Manage relations with diplomatic missions.

Duties and Responsibilities
Under the supervision and guidance of the Division Manager, the Chief Protocol Officer (Protocol, Privileges and Immunities and Diplomatic Missions) will:

• Assist the Division Manager in carrying out the Division’s mission, essentially pertaining to the planning, organization, management, coordination and supervision of the Bank’s relations with the host countries as well as diplomatic missions;
• Coordinate and supervise staff responsible for the provision of protocol services for the President of the Bank, particularly with respect to reception at the airport, assistance during missions; ensuring protocol coverage of his official activities;
• Oversee the participation of Protocol in negotiations regarding the Headquarters Agreement, as well as the agreements for establishment of regional or country offices and representations;
• Ensure monitoring of the implementation of the Headquarters Agreement as well as agreements establishing regional or country offices and representations and carry out administrative coordination in respect of any disputes arising in that regard;
• Coordinate with the Bank Security Unit, all activities pertaining to the security of the institution’s staff; represent the Bank in dealings with the host country authorities (mainly Ministry of Foreign Affairs) concerning security of the Bank and its staff;
• Prepare briefs to the Division Manager on the status of the Bank relations with the host country concerning any security incidents involving Bank Staff and families;
• Supervise the formulation, transmission and follow up, in conjunction with the competent host country authorities, requests for tax exemption, long-stay visas, diplomatic and international organization cards, vehicle registration and Value Added Tax exoneration, and administer and follow up dossiers for presentation of newly recruited staff to host country authorities;
• Oversee relations between the Bank and foreign diplomatic missions to facilitate travel of the President, Elected Officers, staff and other personnel on official mission or private travel;
• Formulate and propose policies, procedures and guidelines for protocol practice and norms in the Bank, in light of developments in the field of protocol and diplomacy;
• Analyze current events and diplomatic developments in member countries and provide regular updates to the Division Manager;
• Follow up and seek resolution of disputes arising in the application of the Host Country Agreements, in close collaboration with the Legal Services Department;
• Ensure the conservation of authorized signatory records and other legal documents processed in the Division;
• Supervise the work of protocol officers in the Bank’s regional or country offices and representations on immunities, privileges and exemptions, and related administrative formalities and processes;
• Lead the preparation of and participation in meetings organized by the host country’s Ministry of Foreign Affairs on management of privileges and immunities granted to the Bank and its staff;;
• Prepare and produce reports on internal coordination of meetings with the staff under his/her supervision;
• Assist and advise the Division Manager in matters related to budget and recruitment for the Division;
• Assist the Division Manager in evaluation of performance of staff in the Division;
• Contribute to organization of the election of the President and Executive Directors of the Bank;
• Perform related duties assigned by the Division Manager, the Secretary General or the office of the President.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Master's Degree or its equivalent in Law or equivalent qualification in International Public Law or International Relations or Public Law or a similar field.
• Have a minimum of seven (7) years' professional experience holding a diplomatic position or a position in a multilateral development bank.
• Certificate of training in Protocol and/or diplomacy will be an added advantage.
• Experience in public administration and law.
• Having private sector experience will be an added advantage.
• Excellent communication skills, a diplomat or lawyer with good analytical and negotiation skills. A keen sense of initiative, rigorous and methodical approach.
• A good knowledge of Bank rules, policies and procedures, as well as diplomatic norms, Headquarters and other establishing agreements.
• Ability to communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other.
• Competence in the use of standard Microsoft Office Suite applications (Word, Excel, Access and Power Point); knowledge of SAP (or other integrated document management system or quantitative and qualitative data analysis packages) is an added advantage.