Officer, Protocol

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

Job Purpose

With guidance and direct supervision from HODCC, Harare cluster, the Protocol Officer will be the focal point for all protocol services for the Cluster as well as follow up to ensure that all standard Federation procedures are in place and implemented accordingly.

 

Job Duties and Responsibilities

Monitoring

• Monitor protocol issues, and in close collaboration with the Executive Office support communications with Diplomatic Missions, Embassies, International Organizations, Non-Governmental Organizations, ICRC, Secretariat in Geneva, National Societies Senior Management and Governance, Government protocol and other External Relations; maintain an updated database of all these contacts.
• Manage protocol and welcome services, and advice on any new policies that may impact on IFRC operations and relationships
• Supervising the drafting of all outgoing correspondence to various local entities and host authorities, reviewing, and assigning all incoming correspondences.
• Liaises and follows up with the Ministry of Foreign Affairs and Immigration Department on all new policy circulars or revisions on privileges and immunities
• Understand and communicate the travel process to all travelers to ensure adherence to procedures and controls. Perform regular reviews of the process and recommend and implement improvements to streamline the chain.

Support

• Provide a comprehensive visitor/delegate welcome package and protocol services that includes information about Harare Cluster areas.
• Support the Cluster in diplomatic and protocol services for high-level visitations, missions, receptions, and diplomatic functions in the 3 countries ensuring established minimum diplomatic and protocol standards are met.
• Support Harare Cluster set up / closure on protocol related matters.
• Maintain close liaison with the Executive Office, Snr Security officer, particularly as regards to Senior Management protocol needs.

Administration

• Coordinate obtaining necessary official documentation such as resident permits, visas and driving licenses for all delegates, staff, or visitors in the Region.
• Focal point for all administrative issues related with the Ministry of Foreign Affairs of the Republic of Zimbabwe , Malawi and Zambia .
• Brief new staff members on visa and immigration requirements of the Host Country and lead accreditation processes with the relevant authorities, including Visa Accreditation/Residents permit/End of mission cancellation of ID cards and Visa Letters
• Develop and maintain a database of supplementary service contracts that are related to the protocol function and that have been signed by all Parties.
• Coordinate protocol for high-level missions and visitations ensuring diplomatic and protocol etiquette is observed at airports.
• 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.
• Assist with administration of VAT refunds and follow up with Ministry of Foreign Affairs

Education

• Bachelor’s degree in administration or Political Science or International relations
• Certificate in protocol

Experience

• 5 years’ experience of working for humanitarian organisation in the same role
• Red Cross/Red Crescent knowledge and experience
• Ability to identify issues, formulate opinions, make conclusions and recommendations
• Conceptual analytical and evaluative skills
• Experience in working in a diplomatic institution, embassy or international organization
• Experience of working in and managing office administration and basic protocol, including filing, liaison with organisations, translation/interpretation and report writing
• Experience in maintaining program, contractual and confidential files

Knowledge, Skills and Languages

• Ability to work in a cross-cultural and cross functional environment
• Ability to work with tight deadlines and handle multiple tasks
• Must have computer working knowledge
• Excellent communication and reporting skills
• Good interpersonal skills an essential part of the job.
• Staff management and development skills
• Fluently spoken and written English

Competencies, Values and Comments

• Teamwork
• Communications
• Integrity
• National Society relations
• Empowering others
• Professionalism
• Accountability