Short Term Staff - Protocol Assistant at African Development Bank - AfDB

The Position
The mission of the Short-Term Staff - Protocol Assistant is as follows:

• Receive, process and carefully verify documents submitted by staff for applications for visas at Diplomatic Missions accredited to Côte d’Ivoire.
• Receive, process and carefully verify documents submitted by staff for applications for diplomatic and special id cards and residence visas from the Ministry of Foreign Affairs.
• Ensure the careful preparation of draft notes verbale addressed to the host country and Diplomatic Missions with particular attention to preserving the Bank's good image.
• Prepare administrative correspondence addressed to host country authorities taking into account local specificities.
• Manage day-to-day affairs with host countries and Diplomatic Missions, in accordance with protocol standards and relevant instruments.
• Ensure the faithful implementation of Partnership/Host Country Agreements.

Key Functions
Under the Supervision of the Chief of Protocol and Division Manager, the Short-Term Staff - Protocol Assistant will perform the following:

• Receive, process, submit and follow up visa applications from staff members of the African Development Bank and their family members.
• Prepare notes verbale for visa applications.
• Submit and follow up visa requests to Diplomatic Missions for work/missions, holidays, children's study trips, medical evacuation and transit stays.
• Receive, process, submit and follow up applications for residence cards and residence visas for staff and eligible members of their families as well as requests for VAT exemption from the Ministry of Foreign Affairs and all other administrative entities in the country.
• Liaise with various Ministries, other host country authorities and various Diplomatic Missions accredited in the host country regarding services for staff of the Bank and eligible members of their families.
• Welcome and assist Elected officers, official delegations and Invitees of the African Development Bank at the airport.
• Keep monthly statistics and reports on activities.
• Process and follow up entry visa applications with relevant services.
• Ensure the respect of universal protocol norms at ceremonies and events organized by the Bank and as described in the Bank’s Protocol Guide.
• Ensure the respect of universal protocol norms at African Development Bank Group Annual Meetings and other statutory meetings and as described in the Bank’s Protocol Guide.
• Process and follow up vehicle registration documents for issuance of diplomatic license plates (MD, CD and IT) for the Bank’s and staff vehicles.

Competencies (Skills, Experience and Knowledge):

• Hold a minimum of a Bachelor’s Degree or its equivalent in International Relations, Law, Public Administration, Finance or any other related field. 
• Have a minimum of 4/5 years of relevant experience in an international organization, multicultural environment or firm.
• Possess general knowledge of diplomatic norms and practices and knowledge of protocol.
• 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 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.
• Private-sector experience would be an added advantage.
• Professional experience in the area of Protocol, Public Relations, Public Administration or engaging with host country officials.
• Good written and oral skills in French or English with a good working knowledge of the other language
• Competence in the use of Bank standard software (Word, Excel, Powerpoint and Access). Knowledge of SAP is an added advantage.
• Proof of citizenship or evidence of permanent residency or work authorization in Côte d’Ivoire.