The Protocol Officerensures that departmental activities are organized smoothly, including coordination of pick-up/drop-off of staff and guests, travel arrangements, visas and permits, official registration and accommodation.
Accountabilities & Functional responsibilities
Ensures that staff on mobile contracts and dependents get appropriate legal status in Kenya;
Applies for work/residence permit/ dependent pass;
Ensure applications of work/residence permit are done on time;
Handles exemption work/resident permit endorsement;
Updates the clients on the progress of the applications and any other concerns;
Ensures that Diplomatic ID are received by both principle and dependants;
Follow up with Ministry of foreign affairs (MoFA) on delayed approvals of permits & visas;
Maintain positive relationships with the relevant departments of the Government;
Inform management on the changes in MoFA and other departments concerned like Immigration and KRA;
Ensures that staff on mobile contracts are aware of the process and necessary documentation to apply for country visa;
Ensure that an efficient network is created with the embassies protocol departments to receive Visas;
Supervise the assistant in charge of compilation of documents for visa interviews;
Ensure the information in collaborative space regarding passport/ Visa/ Permits follow-up is up to date;
Is responsible for keying in the arrival /departure information of the travellers in the transportation database;
Sources and handles all country bookings in coordination with the concerned departments;
Conducts individual bookings and reverts back to visitors with confirmations;
Understand the needs of the clients by running regular survey, organizing discussion and meeting;
Ensure that policies applicable are understood by clients and participants before or at the beginning of the events;
Ensures follow up on complaints with service providers and informs the Head of Department on the results.
What we will look for in your profile
Bachelor's degree, or equivalent higher education in international relations, political science, public administration, or related fields;
A minimum of five years of progressive experience in protocol, diplomatic service, external relations, or a related area is required;
Experience in an international organization is desirable;
Work experience in the area of protocol or event management in a multilateral setting is desirable;
Excellent communication skills in English, both written and verbal;
Proficient in using computers and adept at handling specific software applications.