Protocol Assistant

The African Union, established as a unique Pan African continental body, is charged with spearheading Africa's rapid integration and sustainable development by promoting unity, solidarity, cohesion and cooperation among the peoples of Africa and African States as well as developing a new partnership worldwide. Its Headquarters is located in Addis Ababa, capital city of Ethiopia.

In seeking to achieve this objective, the African Union intends to strengthen its capacity to deliver by, among others, the implementation of its organizational structure and the filling of all vacant posts.

The Commission of the African Union invites applicants who are citizens of Member States for the following position:

Post

Job title: Protocol Assistant
Post level: GSA5
Department: Interafrican Bureau for Animal Resources
Supervisor: Senior HR and Administration Officer
Duty Station: Nairobi, Kenya

Job Purpose

To provide appropriate protocol services to AU Officials and AU-IBAR staff members.

Major Duties and Responsibilities

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

1. Welcome and see-off Elected Officials and guests at the Airport.
2. Obtain Visas for staff members from all Embassies.
3. Process duty-free declarations and follow up all correspondence addressed to Customs Department, e.g. clearance of medicines, etc.
4. Assist staff members in obtaining Customs Clearance upon separation from the organization. Assist staff and their family members at the Airport on initial recruitment.
5. Process requests for Special I.D. Cards (resident permits) and Visas from the Ministry of Foreign Affairs and the Immigration Authorities.
6. Welcome and assist delegates at the Airport on their arrival and departure during AU-IBAR Meetings.
7. Liaise with Transport Officers regarding transportation for VIPs, guests and delegates from/to the Airport and hotels.
8. Welcome and usher guests during official functions and meetings/conferences.
9. Perform and follow up other duties of ceremonial nature, i.e. official cocktails, receptions, luncheons. Distribute invitation cards for official functions of the AU-IBAR.
10. Service AU-IBAR meetings/conferences.
11. Ensure that all name plates of AU Member States and other Organizations are sufficiently available and kept in order.
12. Follow up the printing of name plates, invitation cards, conference badges and registration forms frequently used by the office.
13. Process and follow up all correspondence to the Kenya Transport Authority, regarding:
    1. change of driving licenses;
    2. transfer of car ownership booklets;
    3. obtaining of number plates for AU-IBAR and staff members' vehicles, etc.;
14. Perform duties assigned to other Administrative Assistants during the latter's absence.
15. Perform any other duties which may be assigned by his/her Supervisors.

Qualification and Work Experience

Candidates must have minimum of Diploma in Management or Administration from a recognized educational institution. Higher relevant academic qualifications in Public or International Relations/Diplomacy will be an added advantage.

A minimum of five (5) years relevant work experience, in clerical or protocol/public relations duties, preferably in an international organization.

Other relevant skills

• Good knowledge and practical use of Computer.
• Good communication, drafting and reporting skills.

Language Requirement

• Proficiency in one of the African Union working languages.
• Knowledge of other working languages would be an added advantage.

Age Requirement

Candidates must preferably be between 25 and 35 years old.

Tenure of Appointment

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

Gender Mainstreaming

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

Remuneration

Indicative basic salary of US$14,852 per annum plus other related entitlements e.g. education allowance (75% of tuition and other education related expenses of every eligible dependent up to a maximum of US$ 2,520 per child per annum) for locally recruited staff of the commission.

Applications must be made through the AUC E-recruitment Website http://www.aucareers.org not later than 20 February 2014.

Directorate of Administration and Human Resource Management
African Union Commission
Addis Ababa (Ethiopia)