The Protocol Officer ensures 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.