African Development Bank (AfDB) - the premier pan-African development institution, promoting economic growth and social progress across the continent.

POSITION : Chief of Protocol & Division Manager, Privileges & Immunities and Diplomatic Missions

DESCRIPTION

The Hiring Department

• The role of the Banks' Office of the Secretary General and the General Secretariat is to facilitate the delivery of the objectives of the Bank’s Ten Year Strategy, High 5s, and Development and Business Delivery Model by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank.
• The Secretary General and the General Secretariat is comprised of: (i) the Immediate Office of the Secretary General which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section; (ii) a Board Affairs and Proceedings Division; (iii) a Protocol, Privileges and Immunities Division; and (iv) a Conferences and Meetings Division.
• The main functions of the Protocol, Privileges and Immunities Division and Diplomatic Missions consist of providing protocol services and managing relations with the Bank Group Headquarters or Field Office host countries as well as diplomatic missions.

The Position
Reports to the Secretary General. The job leads and supervises the Protocol, Privileges and Immunities which comprises: (i) a Privileges & Immunities Section; and (ii) a Protocol & Diplomatic Missions Section. 

Responsible for planning, directing and coordinating the day-to-day functioning of the Protocol, Privileges and Immunities Division and other responsibilities which include but are not limited to:

• Working with Member States and Host Countries to ensure that all they accord all required privileges, immunities and exemptions to the Bank, its staff and their families, as enshrined in the Agreement Establishing the African Development Bank, the Headquarters and other Host Country Agreements.
• Assisting the Secretary-General in the preparation of a Protocol Policy/Guideline for the Bank for approval by Senior Management and the President, which Policy/Guideline shall be revised from time to time to keep pace with emergent protocol standards.
• Planning and coordinating Protocol issues with representatives of member states, host country authorities and active participation in negotiations of host country agreements and bipartite committee meetings on aspects related to privileges and immunities.
• Compiling and maintaining a registry of authorized signatures of the Bank and affiliated Institutions.
• Ensuring highest level official protocol standards and efficient management of relations with diplomatic missions and other international institutions.
• Facilitating seamless protocol as may be officially applicable for the movement of Bank President, Executive Directors, Senior Management and other staff members to regional and non-regional member countries on official missions.

Under the supervision and guidance of the Secretary General, the Chief of Protocol & Division Manager, Privileges & Immunities and Diplomatic Missions will:

• Design the Division’s work programmes and oversee budget preparation and follow its execution, and advise Senior Management on the budgetary and financial impacts of the Division’s functions.
• Monitor best practice and, as appropriate, liaise with counterparts in other organizations, and promote the sharing of best practice across the Division.
• Represent the division, as needed, in bank-wide working groups.
• Propose the appropriate organizational structure of the Division, assigning staff and material resources based on priorities and workload, and provide guidance on work-related matters.
• Assess the training needs of staff in the division, monitor and evaluate their performance, and recommend personnel actions to the Secretary General.
• Plan, organize, and supervise the protocol activities of the Bank.
• Ensure the existence of harmonious relationships with administrative services of the host country in line with the Headquarters Agreement and other agreements signed with field offices.
• Coordinate all protocol related activities within the Division, including the distribution and delegation of duties.
• Write and review notes and official correspondences of the Bank, such as letters to Heads of State, Prime Ministers, other international; dignitaries, etc.
• Closely coordinate with the Division Manager for Conference and Meetings on protocol services during the Annual Meetings of the Bank Group, the important meetings and events organized by the Bank or those being held under its auspices.
• Maintain relations with the host country and field offices and manage the privileges and immunities granted to the Bank and its personnel under the Headquarters Agreement and other agreements signed with various field offices.
• Advise and help Bank staff with diplomatic and related legal practices.
• Work actively in the preparation of the Annual Meetings of the Board of Governors and other conferences and meetings organized by the Bank.
• Coordinate a training program on diplomatic practices with the Human Resources department.
• Set objectives, formulate policies, establish priorities, define and monitor the key performance indicators of the Division.
• Ensure that the Division produces high-quality outputs within available resources, by making the best use of its human, financial and technological assets, and by monitoring and enforcing efficiency targets;
• Perform such other duties as may be assigned by the Secretary General.

Selection Criteria

• Experience in protocol practices with Governments, Public Administrations, Ministries of Foreign Affairs and Embassies.
• Understanding of Bank Group‘s policies, strategy, activities, institutional framework.
• Knowledge of other development partners and the civil society.
• Ability to take prudent business risks and make effective, timely and well-determined decisions.
• Work effectively with other technical and management professionals of diverse occupational and cultural backgrounds in a cooperative team environment.
• Work under pressure, prioritize work programs, and handle multiple tasks simultaneously.
• Ability to gain the confidence of senior management in delivering an efficient and effective service within agreed time and cost constraints.
• Ability to present and win support for ideas; a good listener; high level of integrity, discretion and confidentiality.
•  Master's Degree or its equivalent in Political Science, International Relations, International Law, Public Administration, or related disciplines. Training in diplomacy would be an added advantage.
• Minimum of eight (8) years of extensive and progressive experience with three (3) years in a managerial level in a similar organization, Department of Foreign Affairs and International Cooperation of a State with managerial level experience in International relations, protocol and privileges and immunity issues.
• Knowledge in diplomatic rules and conventions; strong experience in diplomatic and protocol practices within International organizations such as the Bank.
• Communicate effectively (written and oral) in English or French, preferably with a working knowledge of the other. Fluency in English and French is an advantage.
• Competence in the use of standard Microsoft Office Suite applications; knowledge of SAP is an added advantage.