Assistant Manager, Protocol & External Liaison at IITA - International Institute of Tropical Agriculture

DUTIES: 

Diplomatic & Travel Services Support

• Support the day-to-day coordination of protocol, immigration, diplomatic and travel service requests in line with approved procedures and service standards. 
• Track and support the processing of visas, residence permits, diplomatic identity cards, ECOWAS travel documentation, customs exemptions, and related official documentation across Headquarters, Abuja, and Lagos.
• Support operational follow-up for diplomatic CT number plate registration, vehicle disposal exercises and return of assigned diplomatic registration numbers.
• Monitor service requests against established service level agreements (SLAs) and escalate delayed or high-risk cases to the Manager for guidance and for timely resolution.
• Monitor documentation completeness, departure protocol compliance and return of privileged documents. 

Government Liaison

• Support engagement and liaison with ministries, government agencies, embassies, immigration and customs authorities, and other external stakeholders.
• Track changes in immigration, customs, diplomatic, protocol, and consular regulations and flag potential operational implications to the Manager.
• Support operational information flow between Headquarters, Abuja and Lagos teams to reduce duplication and keep requests aligned with the approved workflow.

Official Visits

• Support coordination of event logistics, official visits, protocol arrangements, and hosting requirements in accordance with IITA standards under the direction of the Manager.
• Support the preparation of official agendas, itineraries, visit programmes, stakeholder engagement activities and other official documentation required for high-level visits and institutional engagements.
• Liaise with relevant internal service providers and field offices to follow-up on protocol support, airport protocol services, dignitary reception, transportation, accommodation and security arrangements.

Documentation & Compliance

• Maintain workflow tracking, dashboard reporting, KPI monitoring, case management updates, and chargeback reporting for Manager review.
• Support document management, correspondence standardization, records management, and archiving system.
• Support the monitoring of SOP implementation, internal controls, audit readiness and compliance requirements, escalating gaps to the Manager.
• Identify operational risks and propose mitigation measures for review and direction. 

Operations Support

• Support day-to-day coordination of PEL staff across HQ, Abuja and Lagos, by tracking service quality, following up on assigned tasks, and escalating workload or resource issues to the Manager.
• Support execution of approved work plans, follow up on assigned operational tasks, and monitor workflow progress to support timely completion of unit deliverables.
• Support the use of SharePoint, digital case management systems, document templates, workflow automation tools, and dashboard reporting mechanisms to enhance operational efficiency and data visibility.
• Support procurement processes, imprest management, chargeback administration, and other operational activities in accordance with established institutional policies and procedures.
• Review service delivery trends, operational data, and stakeholder feedback to identify improvement opportunities and recommend process enhancements for Manager consideration.

QUALIFICATION

• Master’s degree in International Relations, Public Administration, Business Administration, Social Sciences, or a related field.
• Minimum of 5 -7 years of progressively responsible experience in protocol services, office administration, government relations, corporate services, travel and immigration management, international cooperation, or related functions.