Kenya: Diplomacy and Protocol Services Coordinator-National staff post

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 189 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality. 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

Reporting to the Director of Zone, the Diplomacy and Protocol Services Coordinator will provide support in providing effective management of diplomatic and protocol services as well as Follow up and ensure that all standard Federation procedures are in place and implemented accordingly.

Job Duties and Responsibilities

Taking responsibility of handling protocol and diplomacy related issues at the Africa Zone including facilitation of obtaining necessary official documentation such as resident permits, visas, driving licences, etc for all delegates, staff or visitors.Lead, coordinate, Liaise and be a focal point for all related issues with the Ministry of Foreign Affairs of the Republic of Kenya.Coordinate and lead diplomatic accreditation to all country and regional representatives in Africa under the guidance of Director and in consultation with Geneva relevant departments.Support Director in diplomatic and protocol services for high-level visitations, missions, receptions and diplomatic functions ensuring established minimum diplomatic and protocol standards are met.Oversee and support all diplomatic missions under the guidance of the Director, working closely with Humanitarian diplomacy and representation to the AU in Addis Ababa.Support the Director and be a focal point for organising receptions and events.Liaise with Embassies, UN Agencies, and International Organisations as directed by the Director.Ensure proper recording of information on delegates and visitor’s visa/ID validity dates and follow up timely extension if required.Coordinate protocol for high-level missions and visitations ensuring diplomatic and protocol etiquette is observed at airports, etc.Develop protocol and diplomatic guidelines for Africa Zone under the guidance of relevant departments in Geneva, Addis AU Office and under the overall supervision of Director.Coordinate and lead accreditation processes with the relevant authorities, including Visa Accreditation/Residents permit/End of mission cancellation of ID cards and Visa Letters.Prepare a ‘Welcome Package’ for each arriving delegate/visitor, to include information about the Africa Zone and general Information.Ensure the proper cost coding for provide services.Any other duties that may be assigned by the Director.Establish and ensure effective working relationships with Delegates, Staff, National Society counterparts and leadership.Ensure effective working relationships with technical and service departments at the Regional Office.

Education

Relevant university degree

Certificate in Protocol/Diplomacy

Experience

Five years’ experience of working for a humanitarian organisation

Experience working in a diplomatic institution, embassy, or international organisation

Experience of working in and managing office administration and basic protocol, including filing, liaison with organisations, translation/interpretation, report writing and note taking.

Experience of writing narrative reports.

Experience of working in and managing calendar and contacts

Experience in tracking schedule and setting appointments

Experience maintaining program, contractual, and confidential files Knowledge, skills and languages

Ability to work in a cross-cultural and cross-functional environment

Diplomatic and communication skills

Must have knowledge of office custom and be capable of understanding of the organization, programs and procedures related to the work

Ability to work with tight deadlines and handle multiple tasks

Must be detail-oriented and proactive with scheduling experience to manage the Director’s agenda

English (knowledge of written and spoken French an asset)

Proficient with all Microsoft Office products. Able to utilize technology to develop reports

Competencies and values

Strong interpersonal communication skills, patience and maturity.

Diplomatic skills

Results focus and accountability

Excellent communication skills and phone etiquette

Highly organized

Innovative problem solver

Passionate interest in economic and social development.

Ability to work efficiently in a team oriented environment Comments

The Federation is an equal opportunity employer.

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