Protocol Officer at African Development Bank - AfDB

Reference: ADB/17/326/2
Location: Côte d’Ivoire
Grade: PL6
Position N°: 50069758

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 Divisions including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Department; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Function Directorate; General Counsel and Legal Services Department; Communication and External Relations Department; Ethics Office and Office of the Secretary General & General Secretariat.

The Hiring Department/Divison

• The role of the Bank's Office of the Secretary General and General Secretariat (PSEG) is to facilitate the achievement of the objectives set out in the Bank's Ten-Year Strategy, the High 5s and the Development and Business Delivery Model, by streamlining the decision-making process of governance bodies and forging better working relationships with shareholders and host countries of the Bank. Office of the Secretary General and the General Secretariat: (i) the Office of the Secretary General, which is also responsible for managing the Records Management and Archives Section, the Corporate Governance Policy and Shareholder Relations Section and the Conferences and Meetings Section; (ii) Board Affairs and Proceedings Division; and (iii) the Protocol, Privileges and Immunities Division.
• The main functions of the Protocol, Privileges and Immunities Division (PSEG.2) are to provide protocol services and manage relations with the Bank Group Headquarters or host Country Offices of the Bank Group and diplomatic missions.

The Position
The purpose of this position is to:

• Provide quality service to all Bank staff and their family members (residence cards, customs exemptions, vehicle registration, VAT exemption etc.);
• Provide general administrative support by writing and preparing various administrative documents, notes verbales, various attestations, etc.;
• Provide support for managing the privileges and immunities of the Bank and its staff;
• Contribute to greater diligence in processing the files of the Bank, its staff and their family members with the host country authorities;
• Contribute to ensuring sound communication with Bank staff and host country authorities;
• Ensure protocol is respected during Bank ceremonies and events;
• Ensure proper management of the flags of the Bank and Member States in accordance with applicable protocol rules;
• Ensure proper organisation and set-up of ceremonies and events, in accordance with protocol rules.

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

• Process visa and residence card applications, customs exemptions, VAT exemption, vehicle registration, vehicle sales or re-export authorization;
• Ensure the preparation, registration, transmission, reception of documents and conveyance to the beneficiaries;
• Write draft notes verbales, memoranda.
• Follow up with the host country’s authorities, on procedures for obtaining residence cards and visas, customs exemptions, concessions, vehicle registration and the prompt processing of files.
• Participate in facilitating on-boarding or pre-departure seminars for new or departing staff respectively;
• Explain administrative formalities to be performed upon assumption of office or at departure and related privileges and immunities to new staff members;
• Participate in organising signing ceremonies with the relevant stakeholders, prepare the rooms and ensure protocol for the event;
• Participate in organising meetings, seminars, conferences and the Bank’s Annual Meeting;
• Ensure the proper management of the flags of the Bank and Member States;
• Make the necessary reservations and see to proper arrangements for these events;
• Assist with the reception and departure of the Bank’s guests (Heads of State, Ministers, and Ambassadors);
• Inform the parties involved and set up the required logistics.

Selection Criteria
Including desirable skills, knowledge and experience:

• Hold at least a Master's degree or equivalent in Law, International Relations, International Public Law, Political Science, or other related discipline;
• Proven experience of a minimum of five (5) years of relevant professional experience in a diplomatic position or a in a multilateral development organization;
• Qualifications, studies and training in diplomacy and protocol practices would be an added advantage.
• Experience in public administration and law;
• Private sector experience would be an added advantage;
• Punctuality and availability;
• Team spirit and organisation;
• Initiative and sense of responsibility;
• Adaptability and flexibility and ability to work under pressure;
• In-depth knowledge of internal and external procedures;
• In-depth knowledge of the Agreement establishing the AfDB, the Headquarters Agreements and other documents related to privileges and immunities;
• Ability to anticipate;
• Excellent administrative and diplomatic writing skills;
• Excellent communication skills, a keen sense of diplomacy with sound analytical and negotiation skills; a keen sense of initiative and a rigorous and methodical approach;
• In-depth knowledge of Bank rules, policies and procedures and diplomatic standards, the Headquarters Agreement and other establishment agreements;
• Ability to communicate effectively in both written and spoken English or French with a good working knowledge of the other language;
• Proficiency in the use of common Microsoft Office applications (Word, Excel, Access and PowerPoint); knowledge of SAP (or another integrated document management system or quantitative and qualitative data analysis tools) would be an added advantage.