Principal Protocol and Event Management Officer at African Development Bank - AfDB

Reference: ADB/17/351
Grade: LP4
Position N°: 50093672

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 ADB and the ADF.
• The President supervises several Departments and Units including Office of the President (PRST0); Independent Development Evaluation Department (BDEV); Integrity and Anti-Corruption Department (PIAC); Compliance Review and Mediation Unit (BCRM); Secretariat to the Sanctions Appeals Board (BSAB); Administrative Tribunal (BATR); Office of the Auditor General (PAGL); Group Risk Management Directorate (PGRM); General Counsel and Legal Services Department (PGCL); Communication and External Relations Department (PCER); Staff Integrity and Ethics Office (PETH) and Office of the Secretary General & General Secretariat(PSEG).

The Hiring Department

• The role of the Banks' Office of the Secretary General and the General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. PSEG is comprised of:
  • The Immediate Office of the Secretary General (PSEG0) which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section;
  • Board Affairs and Proceedings Division (PSEG1);
  • Protocol, Privileges and Immunities Division (PSEG2); and
  • Conferences and Meetings Division (PSEG3).
• The main functions of the Protocol, Privileges and Immunities Division and Diplomatic Missions (PSEG.2) consist of providing protocol services and managing relations with the Bank Group Headquarters or Field Office host countries as well as diplomatic missions.

The Position
The purpose of the Principal Protocol and Event Management Officer is to assist the Country Office in:

• Providing protocol assistance for the President of the Bank, Elected Officers, Senior Management and Special Guests when visiting the Country;
• Monitoring the implementation of the Agreement establishing the Country Office as well as the immunities, privileges and exemptions extended to the Country Office and its staff;
• Monitoring relations with the host country;
• Managing relations with diplomatic missions in the host country;
• Managing the Bank’s ceremonies and events in the host country and high-level visits to the Country Office.

Duties and Responsibilities
Under the supervision and guidance of the Chief Protocol Officer Privileges & Immunities and Diplomatic Missions, Principal Protocol and Events Management Officer will:

• Provide Protocol services for the President of the Bank, in particular by assisting the President at the airport, accompanying him on missions; ensuring protocol coverage of his official activities, such as meetings, lunches, dinners, high-level visits, etc.;
• Provide Protocol services for Elected Officers, Senior Management and Special Guests, in particular by assisting them at the airport, during their visits to the host country and as necessary during the Bank’s Annual Meetings;
• Assist the Country Office Director in carrying out his/her representation functions, in particular as they apply to the planning, organization, management, coordination and supervision of the Bank’s relations with the host country;
• Prepare draft documents, memoranda, all notes verbal or correspondence relating to his /her duties and generally in all tasks entrusted to him/her by the Director of the Country Office;
• Monitor the implementation of the Agreement establishing the Country Office;
• Formulate, transmit 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 VAT exoneration, and administer and follow up dossiers for presentation of newly recruited staff to host country authorities;
• Handle and follow up any diplomatic disputes arising out of the application of the Host Country Agreement, in close collaboration with the Legal Services Department (PGCL);
• Coordinate with the Bank Security Unit (PSEC), all activities pertaining to the security of the Country Office and its staff and prepare reports as necessary; represent the Bank in meetings with the host country authorities (mainly Ministry of Foreign Affairs) concerning security of diplomatic missions and international organizations;
• Assist the Country Office and staff with matters relating to immunities, privileges and exemptions, and related administrative formalities and processes;
• Prepare and participate 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;
• Manage ceremonies and events of the Bank, including, but not limited to, loan, guarantee or grant agreement signing ceremonies, and all other meetings, conferences and events organized or sponsored by the Bank in the host country;
• Manage visits by high-level guests of the Bank in the host country;
• Manage relations between the Bank and foreign diplomatic representations to facilitate travel of Bank staff and their dependents for official missions or private travel;
• Manage relations between the Bank and other international organizations, particularly in planning for the participation of the President and Bank delegations in high-level meetings;
• Perform related duties assigned by the Director of the Country Office, the Division Manager or the Secretary General.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Master's degree or its equivalent in Public International Law or equivalent qualification in International Relations, Political Science, Diplomacy or a similar or related field;
• Have a minimum of six (6) years’ professional experience holding a diplomatic position or a similar position in a multilateral development bank, Government or an international organisation;
• Have a sound experience in ceremony and event management;
• Experience in public administration and law, planning and organization of high level meetings and events management;
• Having private sector experience will be an added advantage.
• Excellent communication skills, good analytical and negotiation skills;
• A keen sense of initiative and anticipation as well as creativeness, rigorous and methodical approach.
• A good knowledge of diplomatic norms and Practices;
• 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.