Protocol Officer

By Live Lover -

Job Title
Protocol Officer
Organizational Unit / Duty Station
Administration Department (Support Services), Eastern Africa and Indian Ocean Islands Regional Representation
Immediate Supervisor’s Title
Support Services Coordinator

Organizational context
The Secretariat of the International Federation of Red Cross and Red Crescent Societies (IFRC) is organized into four Business groups in Geneva and five Business Groups in the field, namely the Zone Offices for Africa, Americas, Asia and the Pacific, Europe, and Middle East and North Africa (MENA).

The Africa Zone Business Group is organized through regional representations covering the National Societies in Eastern Africa, Southern Africa, West Coast, Sahel and Central Africa as well as country representations in Ethiopia, Sudan, Republic of South Sudan, Chad, Niger, Somalia and Zimbabwe.

Job purpose
To provide administrative assistance to the department under the supervision of the Support Services Coordinator. 

The duties to be carried out require an in-depth knowledge of the Ministry of Foreign Affairs (MoFA) and Government as well as inter- agency affairs regarding protocol.  I.e. processing travel documents e.g. visas, permits.

Job duties and responsibilities
·         Provide assistance on matters of protocol and advice on any new policies that may impact on IFRC operations and relationships.
·         Liaise with relevant Government Ministries, departments and international staff members on matters relating to Residency, Entry Permits, Re-Entry Passes, Referred Visas and Entry Visas to and outside Kenya, Diplomatic Identification Cards for new staff, Staff Notification of arrivals and departures , renewal of Work Permits , Identification Cards for international staff and their dependants as well as other diplomatic issues and processes.
·         Build diplomatic and protocol networks within Kenya.
·         Meet and escort visiting VIP’s arriving at the airport.
·         Process and follow up with the relevant Government Ministries on visa requisitions for staff coming from countries with no Kenya diplomatic representation.
·         Brief new staff members on visa and immigration requirements of the Host Country
·         Process Drivers Licenses and renewals, Diplomatic License Plates, Personal Identification Number (PIN),
·         Process Pro 1B Form, Pro 1C and other shipping documents for duty free importation of goods.
·         Process transfer of vehicles; duty free to duty free and duty free to duty paid.
·         Document the management and collection of paperwork from the various Embassies, Government Ministries and departments or such forms that are required for the processing of visas and permits.
·         Maintain passport photo albums for all national and international staff in the Nairobi office.                                                   
·         Ensure that visas and permits are promptly processed, all details are duly completed on respective forms and the necessary forwarding letters are prepared and signed.
·         Maintain proper filing records for all protocol administration and provide weekly status updates on protocol requisitions. 
                                                                                                                        
Duties applicable to all staff
1.
Actively work towards the achievement of the Federation Secretariat’s goals
2.
Abide by and work in accordance with the Red Cross and Red Crescent principles
3.
Perform any other work related duties and responsibilities that may be assigned by the line manager

Position Requirements
Education
  Required
Preferred
University Degree in Public Relations/ Business Administration or a Social Sciences
x

Experience

Required 
Preferred
5 years or more experience in immigration and protocol, office administration, and any other relevant office support areas
x

Knowledge and Skills
Required 
Preferred
Advanced skills in computers (Windows, spread sheets, word processing and accounting packages)
x

Advanced verbal and written communication skills
x

Flexible and adaptable to changing working conditions
x

Good interpersonal  and customer care skills
x

High level of attention to detail
x

Ability to give and receive feedback
x

Ability to work independently
x

Ability to prioritize and meet deadlines
x

Ability to work extra hours if called upon to do so
x

Languages
Required 
Preferred
Excellent verbal and Witten English.
x

Good command of another IFRC official language (French, Spanish or Arabic)

x
Competencies and values


Collaboration and Teamwork
Communication
Judgement and Decision Making
National Society and Customer Relations
Building Trust
Empowering Others
Respect for Diversity
Integrity
Professionalism
Accountability
Submission of applications:

Applications should be submitted by email to hr.eastafrica@ifrc.org; to be received not later than January 23rd 2014.

Kindly note that due to large volumes of applications received:
1. Only e-mail applications will be accepted
2. Received applications will be short-listed on an on-gong basis
3. Only short listed candidates will be contacted


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