Protocol Officer (Permanent Representatives)

Overall purpose of the role:

Operating under the authority of the Secretary-General, the guidance of the Under-Secretary-General for External Relations and International Cooperation (ERIC); Section of Protocol Visas and Residence Permits Service and the direct supervision of the Chief of Protocol Visas and Residency Permits Service, the Protocol Officer is responsible for liaising Permanent Missions / Observer Offices and the host country for the purpose of facilitating and ensuring proper registration of the diplomatic and non-diplomatic staff of their offices, including processing requests for diplomatic privileges and immunities and assists with settling other matters (administrative, legal).

The Protocol Officer also supports and coordinates with the Permanent Representatives in regards any administrative issue or necessity. Also assists the Permanent Representatives to organise official visits and meetings at the OEC Headquarters. He or she is also charged with assisting the Chief of Section in contributing to the Department’s role in coordinating and streamlining OEC’s engagement with the Permanent Representatives.

This position provides the unique opportunity of joining the team of a new international organisation, contributing to its lasting construction and influencing its future trajectory.

The main functions of the Protocol Officer are but not limited to:

• Act as liaison between assigned Permanent Missions / Observer Offices not accredited to the Federal Democratic Republic of Ethiopia and the host country for the purpose of facilitating and ensuring proper registration of the diplomatic and non-diplomatic staff of their offices, including processing requests for diplomatic privileges and immunities and assists with settling other matters (administrative, legal) related therewith.
• Support in the organization and management of meetings and events involving the Permanent Representatives.
• Assists in ceremonies for the presentation of credentials/letters of appointment to the Secretary-General by newly appointed Permanent Representatives / Permanent Observers.
• Support the bilateral meetings, liaises with Foreign Missions to confirm arrangements and coordinate with counterparts.
• Provides the necessary protocol and liaison services to the Permanent Missions of the countries assigned to him/her, as well as to other stakeholders.
• Supports the Chief of Protocol in organising and preparing official visits, meetings and events involving the Secretary-General, the President of the General Assembly, and member state delegates and senior officials to countries both at and away from OEC Headquarters , as well as to visits to the OEC by high-level dignitaries.
• Evaluate applications and the flow of work for the registration of delegates and the ability to provide recommendations for the improvement of the section’s responsibilities.
• Develop communication with the Immigration Services Department and the Protocol Affairs Directorate General of the Federal Democratic Republic of Ethiopia.
• Contribute to the smooth functioning of activities undertaken by the Section.
• Any other duty as assigned by the Secretary-General and/or USG ERIC.

Experience and technical competencies:

• Excellent interpersonal, diplomatic and cross-cultural communication skills with a proven track record.
• Strong oral and written communication skills.
• Strong methodical and strategic thinking skills and ability to develop long-term strategies.
• Ability to work under pressure and strict deadlines.
• Ability to operate sensitively and effectively in a multicultural environment and deal with cross-cultural sensitivity.
• Ability to withstand and work effectively in stressful situations.
• Good background of protocol guidelines and diplomatic precedence specifically with regards to Member States of OEC.
• Understanding of cultural differences and ability to communicate effectively in/with international teams.

Education:

• At least 7 years of working experience in diplomacy or international relations
• At least 4 years of work experience in a management role within an international and/or regional organization.
• Bachelor’s or master’s degree (or higher) in International Relations or related fields

Languages:

• English – Fluent
• And knowledge of one or more of the other official languages of the OEC (French, Arabic, Spanish).

Key stakeholders:

Internal Stakeholders:

• The Executive Office of the Secretary-General.
• Under- Secretary General of Department(s)
• Chief of Protocol
• All employees of OEC.

External Stakeholders:

• Host Country Authorities
• Protocol services departments of Member States
• Diplomatic missions