Principal Protocol Officer - African Union Commission

Purpose of Job

Performs the operation of the protocol division to ensure delivery of results within the proposed budget and timeframe.

Main Functions

• Provide technical and intellectual support in the management of various partnerships relevant for the division and directorate;
• Identify best practices and monitor the effectiveness of the division/directorate’s support to AU;
• Contribute to the development of the departmental strategies and business continuity plan and participate in/ensure their implementation;

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• Involve in negotiations;
• Foster and ensure implementation of large-scale and long-term initiatives related to strategic partnerships;
• Support the organization of thematic networks, consultations and meetings on development cooperation and international relations;
• Develop training materials and provide necessary training and support to Organization Units;
• Provide technical resource allocation and policy guidance on matters relating to system -Implementation projects and maintenance.
• Supervise all the audiences organized by the office of the Secretary General and AfCFTA directors when necessary
• Prepare and supervise ceremonies and official functions
• Develop and maintain regular working relations with top level stakeholders in appropriate agencies of Member States and partners,

Specific Responsibilities

• Liaise with concerned Ghanaian Authorities, particularly the Minister of Foreign Affairs, Security, Immigration and Customs Authorities, for smooth coordination of AU Airport duties.
• Handling processing and management of privileges and immunities of the Secretariat and its staff in accordance with the relevant provisions of the host agreement

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• Advice on the appropriate souvenir/gift for the Secretariat guests during the gift exchange
• Supervise the preparation of all the Secretariat Conferences and ensure that the necessary logistics are put in place so that meetings are conducted in a standard internationally accepted manner
• Prepare invitation cards to ensure of their dispatch for the secretariat's official events, and ceremonies
• Providing the necessary advice on protocol-related issues to the AU and its constituents in accordance with diplomatic norms, especially with regards to privileges and immunities;
• Initiating and following up on requests for diplomatic privileges and immunities from the relevant Ghanaian authorities on behalf of the AfCFTA Secretariat and its staff members;
• Coordinating requests for import/export permits for vehicles and other goods and personal effects for the Secretariat and its staff;
• Facilitation of the issuance of administrative and legal documents on behalf of officials and staff (resident IDs, Visas etc.);
• Drafting official and administrative correspondences and communications (notes verbals, memoranda…).
• Manage workload and priorities of the official Events and Protocol team as well as ensure the necessary logistic arrangement;
• Welcome and usher guests during official ceremonies and functions, i.e. VIPs, guests to the Secretary General; Deputy Secretary General and Directors according to the international protocol procedures/formalities
• Service the conferences organized by the Secretariat from time to time both at the Headquarters and those out of the countries
• Coordinate and oversee the smooth running of provision of services with respect to the Staff requests and follow-up on the systematic reporting and establishment of data (Diplomatic IDs; Work permit Customs i.e. import/export permits for vehicles; personal effects; official equipment etc…)
• Supervise data processing of AfCFTA diplomatic (CD) plate numbers for official fleet and staff
• Prepare and conduct the organized periodical induction arranged by the Directorate of the Administration for the Staff
• Assist in coordination of protocol matters for efficient diplomatic engagement with Embassies and High Commissions accredited to the Republic of Ghana
• In addition to the above, will perform any other related duties directed by the Chief of Protocol

Academic Requirements And Relevant Experience

• Master’s Degree in International Relations, Political Science, Public Relations or Diplomacy or a related area with 10 years of relevant work experience of which six (6) years should be at managerial level and three (3) years at supervisory level within an international, regional or national organization.

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Or

• Bachelor degree in International Relations, Political Science, Public Relations or Diplomacy or related areas with twelve (12) years of relevant work experience of which six (6) years should be at managerial level and three (3) years at supervisory level within an international, regional or national organization.

Required Skills

• Ability to use strong managerial delegation, political tact and supervisory skills to achieve documented objectives
• Ability to work effectively with people from various backgrounds and create an environment where diversity is respected
• Ability to collaborate and communicate effectively with top level stakeholders
• Ability to identify key strategic opportunities and risks
• Strong oral and written communication skills
• Ability to actively seek, identify and apply appropriate technology to improve programme delivery
• Ability to delegate the appropriate responsibility, accountability and decision-making authority with regard to performance management and professional development
• Proficiency in two of the AU official working languages (Arabic, English, French, Kiswahili, Portuguese and Spanish) and fluency in another AU language(s) is an added advantage;