Senior Protocol Assistant (RDGS) at African Development Bank Group (AfDB)

Reference: ADB/19/084
Location: South Africa
Grade: GS8
Position N°: 50071954

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/Division

• 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 the Senior Protocol Assistant  is to assist the Principal Protocol and Events Management Officer  in providing protocol assistance for the President of the Bank, Elected Officers, Senior Management and Special Guests when visiting countries covered by the regional hub and monitor the implementation of the Agreements establishing the regional hub as well as the immunities, privileges and exemptions extended to the Country Offices in the region and staff;
• The job holder will assist in the monitoring of relations with the host country and the management of the relations with diplomatic missions in the host country as well as the management of the Bank’s ceremonies and events in the host country and high-level visits to the Country Offices in the region.

Duties and Responsibilities
Under the supervision and direction of the Principal Protocol Officer, the Senior Protocol Assistant main tasks are to:

• Prepare, transmit and follow up the processing of requests for tax exemptions, visas, diplomatic and  international organization cards and registration of the Bank’s vehicles and staff members;
• Organise efficient classification of visas files;
• Produce monthly reporting on visas requests statistics;
• Transmit and follow up the processing of diplomatic missions and consulates accredited to South Africa of applications for visas and all other Bank official documents;
• Conduct airport arrival and departure formalities for Governors, the President, Executive Directors , Members of Senior Management as per the Protocol Guide as well as  official delegations invited by the Bank;
• Contribute to the preparation of events and ceremonies organised or co-organised by the Bank;
• Provide protocol services to RDGS,at the Bank Group Annual Meetings and other statutory meetings; 
• Draft  memoranda, reports and all other documents as required;
• Carry out any other duties reasonably requested by the Director General or the Country Manager

Selection Criteria
Including Desirable Skills, Knowledge and Experience:

• Hold at least a higher education (Bachelor’s degree) diploma in Diplomacy, Law, Social Sciences, Public or International Relations and other related fields.
• Possess at least six (6) years of professional experience in the area of Protocol, Public Relations or Public Administration.
• Experience in public administration and law, planning and organization of high-level meetings and events management.
• The incumbent should also have work experience in a multicultural environment.
• General knowledge of Protocol and similar experience in an intergovernmental organization
• Private-sector experience would be an added advantage.
• A good knowledge of diplomatic norms and Practices. Excellent written and oral communication skills
• Possess sound knowledge of diplomatic norms and practices.
• 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.