Senior 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

Reporting to the Corporate Services Manager, and under technical supervision of the Regional Administration Manager, the Senior Protocol Officer provides protocol services across the IFRC Country Delegation including coordinating arrangements for high level visits by IFRC dignitaries, and organizing special events, conferences/meeting, and ceremonies. S/he also maintains liaison with the Ministry of Foreign Affairs, other government agencies, consular and diplomatic representatives, and UN and international organizations in line with the IFRC Legal Status Agreement, local laws and regulations, and the IFRC Protocol Handbook. S/he also undertakes analysis of contextual protocol approaches, procedures and practices to inform adaptation where necessary. 

Job Duties and Responsibilities

Strategic Advice on Protocol Matters

• Provide strategic advice to the IFRC Country Leadership Team in matters pertaining to protocol.
• Contribute to enhanced recognition of IFRC’s legal status and increased understanding of the Statutes of the International Red Cross and Red Crescent Movement (adopted by the 25^th International Conference of the Red Cross in 1986 and amended in 1995 and 2006) among key local stakeholders.

Liaising with Local Stakeholders

• Monitor protocol developments, maintain a repository of circulars or revisions (including on privileges and immunities), and maintain contact lists of key interlocutors in the Ministry of Foreign Affairs and other relevant government entities.
• Liaise with the Ministry of Foreign Affairs and other relevant government entities in obtaining necessary exemptions or approvals, such as visas and access passes for IFRC staff/visitors, with structured follow-up and maintaining full documentation.
• Lead in drafting outgoing correspondence to various local entities and host authorities as well as in reviewing and assigning all incoming correspondences for action by relevant IFRC departments.
• Be the IFRC focal point for all administrative matters with the Ministry of Foreign Affairs and other relevant government bodies.

Liaising with International Stakeholders

• Monitor protocol developments, maintain a repository of correspondences, and maintain contact lists of key interlocutors in Diplomatic Missions, Development Banks, Intergovernmental Organizations, UN Agencies, International Organizations, International Non-Governmental Organizations, and other international entities in Afghanistan.
• Lead in drafting of all outgoing correspondence to various international entities and stakeholders as well as in reviewing and assigning all incoming correspondences for action by relevant IFRC departments.

Executing Protocol Services

• Coordinate diplomatic and protocol services for IFRC high-level missions, visitations, and functions ensuring that established minimum diplomatic and protocol etiquette is observed.
• Work closely with the Security Department in organizing hospitality and other logistical arrangements for IFRC official events including allocation of relevant IFRC resources, such as vehicles and flags, for the implementation of all protocol.
• Plan and execute arrangements for IFRC official functions and ceremonies hosted by the Head of Delegation.
• Brief new IFRC staff and visitors on visa and immigration requirements.
• Assist with developing public relation strategies for public activities falling under the Premier’s Office.
• Maintain close liaison with the Executive Offices of the IFRC headquarters in Geneva and the IFRC Asia Pacific Regional Office particularly as regards to Global Leadership Team protocol needs related to Afghanistan.
• Guide IFRC staff on protocol matters, including providing training to relevant personnel responsible for liaising with various government bodies such as customs and traffic departments.

Support to the Country Leadership Team

• Complement the Country Leadership Team in dissemination and compliance with the IFRC Code of Conduct, Fraud and Corruption Prevention and Control Policy, and Safeguarding Policy among external stakeholders.

Job Duties and Responsibilities (continued)

Effective Matrix Management

• Engage with Regional and Geneva counterparts to ensure that country-level practices align with regional and global approaches.

As part of the ‘One IFRC Team’, be available for time-bound interim support to other IFRC Country Delegations, Country Cluster Delegations, Regional Offices or Geneva head office when agreed with line and technical managers.

Education

Required:

• Relevant university education in Development Studies, Humanities, International Relations, Law, Political Science or Public Administration or an equivalent of qualifying experience.

Preferred:

• Professional or specialized training in ceremonial and diplomatic protocol.

Experience

Required:

• A minimum five years’ experience in ceremonial and diplomatic protocol.
• Experience working in foreign service, diplomatic mission, or international organization.
• Experience of managing office administration including drafting official correspondences, drafting minutes of meeting, and maintaining legal, contractual and confidential files.
• Experience in organizing events and managing protocol arrangements for high-level dignitaries.
• Experience in engaging with senior government officials.
• Experience working in an international, multicultural, and pluri-disciplinary environment.
• Experience in networking and building relationship with internal and external stakeholders.

Preferred:

• Experience in, or knowledge of, the Red Cross Red Crescent Movement.

Knowledge, Skills and Languages

Required:

• Excellent knowledge of Government structure, policies and procedures especially on protocol .
• Sound knowledge of relevant laws, regulations and policies .
• Excellent knowledge of Afghanistan protocol procedures and etiquette .
• Sound knowledge of international codes of conduct and diplomatic relations.
• Excellent oral and written communication skills .
• Proven ability to work with integrity, confidentiality and accountability.
• Excellent analytical, negotiation, and decision-making skills.
• Excellent interpersonal, organizational, and event planning skills.
• Ability to work well under pressure while keeping a consistent, courteous and positive attitude.
• Self-supporting in computers, use of standard office equipment, and internet-based tools.
• A good understanding of the Afghanistan context.
• Fluently spoken and written English.
• Fluently spoken and written Dari and Pashto, including interpreting and translating.

Preferred:

• Knowledge of the Statutes of the International Red Cross and Red Crescent Movement .
• Good command of another IFRC official language (Arabic, French or Spanish) .