Program Assistant - Protocol at International Finance Corporation (IFC)

• The Program Assistant – Protocol ensures that administrative processes, travel coordination, and protocol arrangements for high-level visitors and internationally recruited staff (IRS) run smoothly and efficiently. The role supports IRS with government documentation and escalates any gaps or delays to the Country Head for timely resolution. The incumbent is expected to work independently on responsibilities requiring in-depth knowledge of IFC and country office procedures.

Duties And Accountabilities

• Under the general supervision of the Nigeria Country Head, the Program Assistant – Protocol will perform the following functions:

Administrative and Government Liaison

• Support new staff relocating to Nigeria to obtain mandatory documentation for legal residence and work.
• Serve as focal point for consular, privileges and immunities matters for IFC in Nigeria.
• Provide protocol services and maintain liaison with key government agencies, departments, and embassies.
• Prepare and follow up on office and expatriate staff tax exemption requests with relevant government offices.
• Provide logistics support and assist in planning and managing VIP visits.

Shipping and Customs Coordination

• Process import/export exemption certificates for the Country Office and staff relocating to Nigeria, including coordination with the Ministry of Foreign Affairs and the Nigeria Customs Service.
• Monitor and report on shipments for the Country Office and IRS from point of departure through delivery.
• Liaise with designated clearing agents to ensure timely clearance of IFC/IRS vehicles, equipment, machinery, furniture, and other assets.
• Coordinate with immigration and customs authorities on shipping-related matters, as needed.
• Perform other administrative or protocol-related duties as assigned by the Country Head.

Protocol Support (High-Level Visitors)

• Provide meet-and-assist services to Director-level staff and above, including airport reception and facilitation through immigration and customs (arrival and departure).
• Coordinate IFC requests for airport passes, as required.
• Process work permits and renewals for staff and eligible dependents assigned to Nigeria.
• Provide guidance to newly assigned IRS during pre-assignment visits and final relocation.
• Process entry visas and/or visas on arrival for staff, consultants, and visitors on official duties.
• Liaise with the Ministry of Foreign Affairs and relevant immigration authorities to facilitate immigration clearance at international airports in Nigeria.
• Draft and process Note Verbales and related correspondence for: diplomatic number plates; diplomatic ID cards; diplomatic drivers’ licenses; duty waiver applications for shipments; multiple re-entry visas/resident permits; National Identification Number (NIN) applications; visa extensions; responses to immigration memos; End User Certificates (EUC) for importation of classified items; and other protocol-related requests.

Support to Internationally Recruited Staff (IRS)

• Notify the Ministry of Foreign Affairs of IRS arrivals and departures (start and end of assignment).
• Support relevant local registrations and applications, including revenue authority PIN, resident permits, diplomatic ID cards, diplomatic drivers’ licenses, diplomatic number plates, NIN, and related requirements.
• Facilitate IRS staff access to local driver’s licenses.
• Support registration, insurance (including renewals), and disposal processes for IRS motor vehicles as applicable.
• Coordinate registration of IFC and IRS vehicles with the Registrar of Motor Vehicles.
• Receive and transmit correspondence to and from ministries, commissions, the presidency, and other government entities as required.
• Process shipments’ duty waiver applications for the Country Office and IRS members.
• Process Schedule B applications for sale/disposal of vehicles and other related documentation when needed.

Tax Exemption and Duty Waivers

• Process VAT exemption requests for the World Bank Group and IRS staff and follow up with the Ministry of Foreign Affairs and relevant revenue authorities.
• Process customs documentation to facilitate clearance of shipments and motor vehicles for the World Bank Group and IRS staff, coordinating with clearing and forwarding agents to ensure smooth clearance of equipment and personal effects.
• Prepare and track customs clearance applications (e.g., CC1, CC2, CC3) including duty waivers for staff personal effects, official shipments, and vehicles imported by the Bank and IRS members (as applicable).
• Coordinate with customs leadership on issues affecting the Bank and respond to customs memos as required.

Selection Criteria
Preference will be given to local talent, that is, applicants that are authorized to work in the duty station for any employer. Internal applicants may apply per existing guidelines.

• University degree (or equivalent) with at least 5 years of directly relevant experience.
• Experience working with Nigerian government departments on protocol, immigration, shipping, and/or customs matters for an international organization is an advantage.
• Previous experience with a multilateral or bilateral organization is an advantage.
• Demonstrated proficiency in office productivity tools (including MS Office, Excel, PowerPoint, Word, Outlook).
• High degree of judgment and tact in handling, processing and communicating matters of a sensitive and confidential nature.
• High degree of motivation, initiative, flexibility and reliability.
• Outstanding interpersonal skills to interact effectively with a range of contacts internally and externally and deal effectively with diverse situations which require good judgment, tact and diplomacy.
• Proven ability to work effectively in a team-orientated, multi-cultural environment, and function as an effective team member in various groups.
• Ability to prepare reports and tracking reports of communications submitted to various government ministries and department.
• Strong written and communication skills in English.
• Ability to produce high quality work under pressure.
• Effective time management and organizational skills.