Job Description
Closing Date: 30-Oct-2022
THE DEPARTMENT:
The role of the Banks’ Office of the Secretary General and the General Secretariat (PSEG) is to facilitate the delivery of the objectives of the Bank’s Ten-Year Strategy, High 5s, and Development and Business Delivery Model (DBDM) by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. PSEG is comprised of: (i) the Immediate Office of the Secretary General (PSEG.0) which has the additional responsibility of managing the Disclosure and Access to Information (DAI) and Archives Sections; (ii) a Board Affairs and Proceedings Division (PSEG. l); (iii) and a Protocol, Privileges and Immunities Division (PSEG.2.
The main functions of the Protocol, Privileges and Immunities Division (PSEG.2) consist of providing protocol services, managing relations with the Bank Group Headquarters or Regional and Country Offices host countries as well as diplomatic missions and managing ceremonies and events of the Bank.
THE POSITION:
The objective of this job is to provide high-level protocol services to the President of the Bank, Elected Officers, Senior Management and Special Guests.
The incumbent monitors the implementation of the Protocol Guide of the Bank, the Headquarters Agreement and the Agreements establishing the regional or country offices and representations, as well as the privileges, immunities and exemptions extended to the Bank and its staff. He/she also manages relations with host countries and diplomatic missions.
KEY FUNCTIONS:
Under the general supervision of the Division Manager, the Chief Protocol Officer will:
- Assist the Division Manager in carrying out the Division’s mission, essentially pertaining to the planning, organization, management, coordination and supervision of protocol services.
- Advise on matters related to diplomatic protocol and etiquette.
- Plan and execute the President’s participation to official events both locally and internationally.
- Arrange detailed itineraries for the President and Guests.
- Receive and escort special guests.
- Accompany the President on official visits abroad and to events and ceremonies.
- Arrange for official gifts.
- Coordinate with relevant focal points of special guests for smooth and seamless visits.
- Draft diplomatic correspondences, including to Heads of State and Government.
- Supervise staff providing protocol services for the President of the Bank and other high-level officials , particularly with respect to reception at the airport, assistance during missions, ensuring protocol coverage of his official activities.
- Ensure the proper implementation of the privileges and immunities accorded to the President.
- Contribute to the participation of Protocol in negotiations regarding the Headquarters Agreement, as well as the agreements for establishment of regional or country offices and representations.
- Contribute to the monitoring of the implementation of the Headquarters Agreement as well as agreements establishing regional or country offices and representations and carry out administrative coordination in respect of any disputes arising in that regard.
- Prepare briefs and recommendations to the Division Manager on the status of protocol services concerning the President and Special guests.
- Formulate and propose policies, procedures and guidelines for protocol practice and norms in the Bank, in light of developments in the field of protocol and diplomacy.
- Analyze current events and diplomatic developments and provide regular updates to the Division Manager.
- Coordinate with protocol officers in the Bank’s regional or country offices and representations to ensure universal delivery of protocol services.
- Prepare and produce reports on internal coordination of meetings with the staff under his/her supervision.
- Assist and advise the Division Manager in matters related to budget and recruitment for the Division;
- Assist the Division Manager in evaluation of performance of staff in the Division.
- Contribute to organization of the election of the President and Executive Directors of the Bank.
- Perform related duties assigned by the Division Manager
COMPETENCIES (skills, experience and knowledge):
- Hold at least a minimum of master’s degree in Public International Law, International Relations, Diplomacy, Political Science, International Affairs, or other closely related fields.
- Have a minimum of seven (7) years of relevant experience holding a diplomatic position or a position in a multilateral development bank, or a similar field.
- Certificate of training in Protocol and/or diplomacy is desirable
- Excellent communication skills, a diplomat or lawyer with good analytical and negotiation skills. A keen sense of initiative, rigorous and methodical approach
- Good knowledge of Bank rules, policies and procedures, as well as diplomatic norms, Headquarters and other establishing agreements
- Experience in public administration and law is desirable
- Ability to communicate and write effectively in English and/or French, with good working knowledge of the other language
- Proficiency in the use of Standard Bank software, such as Microsoft Outlook, Word, Excel and Power Point.
