Protocol Assistant (AUC-PCRD) at African Union

The African Union (AU) is a continental body consisting of the 55 member states that make up the countries of the African Continent. It was officially launched in 2002 as a successor to the Organisation of African Unity (OAU, 1963-1999).  We are an Integrated, Prosperous and Peaceful Africa, driven by its own citizens and representing a dynamic force in the global arena.

We are recruiting to fill the position below:

Job Title: Protocol Assistant (AUC-PCRD)

Requisition ID: 1004
Location: Cairo, Egypt
Reports to: Executive Secretary
Directorate / Department: African Union Centre for Post-conflict Reconstruction and Development (AUC-PCRD)
Division: Finance and Administration
Job Grade: GSA5
Contract Type: Regular

Purpose of Job

• Under the overall supervision of the Executive Secretary, the Protocol Assistant will be in-charge of providing support in the organization of ceremonies, conferences and events within and hosted by the African Union Centre for Post-conflict Reconstruction and Development, facilitating all protocol related tasks within the Office, liaising with diplomatic organs and the local authorities, diplomatic privileges and immunity matters, handling airport and consular services, and issues related to customs and immigration.

Main Functions

• Provide timely technical and operational support in line with the Office’s mandate;
• Implement technical and operational activities as scheduled and report;
• Assist in the follow up of activity implementation and provision of updates, facilitate logistical arrangements linked to the area of work;
• Liaise effectively with internal and external stakeholders;
• Assist in the creation, improvement and maintenance of systems relevant to the area of work; gather data and information and do preliminary analysis and research for consideration by the bigger team and the supervisor;
• Prepare office communication linked to the area of operation and assist in compiling data and information for reporting and analysis purposes. Follow up decisions and correspondence outcomes and ensure their implementation;
• Follow up on the provision and upkeep of tools and materials linked to the area of work.

Specific Responsibilities
The duties and responsibilities of the Protocol Assistant will include the following:

Ceremonies, Conferences and Events:

• Welcomes and presents VIPs/Guests to Elected Officials;
• Welcomes and ushers guests during official functions, meetings/conferences;
• Follows up the printing of nameplates, invitation cards, conference badges and registration forms frequently used by the Office;
• Assists with the preparation of receptions, cocktails, luncheons and dinners for officials and during official meetings;
• Assists with ceremonies and official functions;
• Assists with the distribution of Invitation Cards to Member States, non-Member States and International Organizations.
• Prepares conference halls and service meetings/conferences and perform accreditation duties;
• Maintains lists of Ambassadors set up by the AU and prepare Committee meeting rooms;
• Ensures the nameplates for AU Member States and Organizations (and all other participant institutions as appropriate) are sufficiently available and kept in order;

Customs, Road Authority and Bank and other Ministries/Organizations:

• Processes duty free privileges and follow-up on correspondence addressed to Customs Department;
• Processes requests for clearance of medicines and other medical supplies from the Ministry of Health and Customs;
• Processes requests for opening Bank Accounts for Staff;
• Assist Staff member in obtaining Customs Clearance of import/export goods.
• Processes and follow-up all correspondence to the Road Authority with regard to Change of Driving Licenses; Transfer of Vehicle ownership booklets and obtaining of number plates;

Airport Duties:

• Receives and sees off elected Officials and high-level personalities invited by the AUC-PCRD at the airport.

Ceremonies, Conferences and Events:

• Welcomes and assists delegates upon arrival at the airport;
• Receives and assists newly recruited Staff s upon arrival at the airport with Immigration and Customs clearance formalities;
• Liaises with Transport services with regard to transportation of VIPs, newly recruited Staff, guests and delegates from/to airport/hotels on arrival and departure;
• Assists Staff  on Medical Evacuation at the airport;
• Process usage of VIP lounges or waiting rooms for AU high-level personalities.

Diplomatic Privileges and Immunities:

• Process requests for Special ID Cards (Resident Permits) for Staff including their families from Ministry of Foreign Affairs and other relevant Ministries, Departments and Agencies;
• Process requests for privileges and immunities for Staff ; i.e. Import/export permits for vehicles, personal effects and equipment for the AUC-PCRD, driving licenses, vehicle ownership booklets and number plates;
• Assist Staff with the finalization of exit processes with the Ministry of Foreign Affairs and other relevant Ministries, Departments and Agencies and follow up all other correspondences.
• Process requests for tourist and business visas for Staff including their relatives;
• Process renewal and extensions for both visas from Ministry of Foreign Affairs and Immigration Department;

Consular Services:

• Process applications for visa requests for elected officials and Staff from both African and non-African Embassies;
• Assist and guide Staff on visa formalities and processes as and when required;
• Liaise closely with officials of Consular Services in Embassies and Permanent Missions for smooth delivery of visas;
• In addition, the incumbent will perform any other additional administrative duties, as assigned by the supervisor.

Academic Requirements and Relevant Experience

• A minimum of a Diploma in Management, Administration or any related field from a recognized educational institution. Higher relevant academic qualifications in Public or International Relations/Diplomacy will be an added advantage.
• Candidates with Diploma level of qualification must have a minimum of at least three (3) years relevant work experience in clerical or protocol/public relations duties, preferably in an international organization.

OR

• Candidates with Bachelor's Degree level of education in the above fields are required to have a minimum of two (2) years relevant work experience in clerical or protocol/public relations duties, preferably in international organizations.
• Higher qualification is a preferred advantage.

Required Skills:

• Very good knowledge and practical use of Computer applications (especially MS Word, MS Excel; knowledge of MS Publisher, MS PowerPoint will be highly preferred);
• Excellent oral and communication skills, ability to promote a two-way communication with others through correct interpretation of messages and appropriate responses. Expresses ideas or facts clearly;
• Very good capacity to draft and prepare reports as and when required;  
• Appreciates compliance against specified procedures to complete tasks; shows accountability towards successful completion of tasks; takes initiatives as and when required;
• Very good ability to work in a team setup and collaborate;
• Ability to trouble shoot, break problems into simple lists, tasks or activities without assigning values or priorities. Uses common sense and past experiences to approach problems and make a decision;
• Proficient in any one of the African Union working languages i.e. Arabic, English, French, Portuguese or Spanish; knowledge of a second African Union working language will be an added advantage.
• Very good planning and organizational skills;
• Excellent interpersonal skills;
• Ability and willingness to share knowledge, learn and allow continuous improvement;
• Able to adapt readily to change, seek better ways to get the job done;

Core Competencies:

• Teamwork and Collaboration
• Accountability awareness and Compliance
• Learning Orientation
• Communicating Clearly.

Functional Competencies:

• Troubleshooting
• Job Knowledge Sharing
• Task Focused
• Continuous Improvement Awareness.

Languages:

• Proficiency in one of the AU working languages (Arabic, English, French, Portuguese, and Spanish) and fluency in another AU language is an added advantage.

Tenure Of Appointment

• The appointment will be made on a regular term contract for a period of three (3) years, of which the first twelve months shall be considered as a probationary period. Thereafter, the contract will be for a period of two years renewable, subject to satisfactory performance and deliverables.

Gender Mainstreaming

• The AU Commission is an equal opportunity employer and qualified women are strongly encouraged to apply.

Remuneration
Indicative basic salary of US$ 15,758.00  (GSA5 Step1) per annum plus other related entitlements e.g. Post adjustment ( 48% of basic salary), Housing allowance US$ 16,813.44  (per annum), and education allowance (100% of tuition and other education-related expenses for every eligible dependent up to a maximum of US$ 10,000.00 per child per annum), for internationally recruited staff and a maximum of $3,300 per child per annum for locally recruited staff.

How to Apply
Interested and qualified candidates should:
Click here to apply

Application Deadline  4th April, 2022.