Protocol Assistant (Generic Pool)
17 Feb, 2025
JOB PROFILE
JOB TITLE
Protocol Assistant (Generic Pool)
JOB CODE
20000331
INSTITUTION
ECOWAS COMMISSION
GRADE
G4/G5/G6
AGENCY
COMMISSION
DEPARTMENT
INTERNAL SERVICES
ANNUAL SALARY
UA 20,166.30/USD 31,818.39;UA25,527.53/USD 40,277.34;
UA 30,178.98/USD 47,616.39
DIRECTORATE
CONFERENCE & PROTOCOL
DIVISION
PROTOCOL
LINE SUPERVISOR
PRINCIPAL PROGRAMME OFFICER PROTOCOL
SUPERVISING
DUTY STATION
ABUJA, NIGERIA
Applications should be sent to : b50protocolassistant@ecowas.int
ROLE OVERVIEW
Under the supervision of the Principal Programme Officer Protocol, the incumbent will support the provision of day-to-day co-ordinating/administration, project management and the delivery of all aspects of protocol support services for meetings and as well as high-level events ensuring the smooth delivery of service.He/ she shall implement the order of precedence, while respecting levels of representation where necessary and shall be capable of playing a supporting role in the request for privileges and immunities while interpreting the Headquarters Agreement and protocol.
ROLE AND RESPONSIBILITIES
- Ensuring protocol coverage of official activities, such as meetings, lunches, dinners, high-level visits etc.
- Arrange airport receipt and dispatch in compliance with instructions including handling of dispatch and receipt of lost luggage, cargo etc and drop-offs of staff and visitors of the Commission, while engaging effectively with relevant airport and other travel ports authorities.
- Deploy ECOWAS Commission flag code at meetings, events etc.
- Deploy order of precedence for mapping of group photographs for members of governing bodies, e.t.c.
- Organise, in collaboration with the General Administration, security arrangements for high-level visitors to the Commission, entry passes for visitors and meeting participants.
- Prepare drafts of note verbales and other appropriate forms of diplomatic correspondence to other diplomatic entities accredited to the host Government, in implementation of the Head Quarters Agreement,
- Follow up any diplomatic disputes arising out of the application of the Host Country Agreements, in close collaboration with the immediate hierarchy and Legal Directorate where necessary.
- Collect supporting documents at meetings such as boarding pass stubs to prepare payment tables for delegations
- Implementation of the naming convention at virtual statutory meetings while serving as co-host and operate the gatekeeping function such that only invited participants can access the meeting.
- Assist high-level visitors and meeting participants to process meeting related entitlements and claims.
- Prepare draft documents, memoranda, or correspondence relating to his /her duties.
- Receive, review, and screen all incoming protocol correspondence and documents and perform preliminary checks for accuracy and completeness.
- Implement Protocol aspects of ‘Memorandum of Understanding on the Organising of ECOWAS Meetings’
- Coordinate with the Commissions’ Security Unit, all activities pertaining to the security of the Commission staff as it relates to protocol services and prepare reports as necessary.
- Provide guidance and explanation of protocol procedures as contained in DCP SOPs and working methods to other staff, where necessary.
- Provide occasional out-of-hours support.
- Perform any other duties as may be required from time to time.
ACADEMIC QUALIFICATIONS, SKILLSEXPERIENCE
Brevet de Technicien (BT)/OND or equivalent. Specialized training in conference, protocol or travel is desirable and will be considered as an added advantage.
AGE LIMIT
Be below 50 years old. This provision does not apply to internal candidates.
- A minimum of 5 years of progressively responsible experience in the specific area of protocol relevant to job function, organising events/meetings and conference support in a multi-lateral setting.
- Knowledge of ECOWAS conference policies, procedures and practices, accepted norms, rules, and customs of international diplomatic protocol, including practices developed within the ECOWAS System.
- Knowledge of planning and implementation of administrative and logistical arrangements for meetings, conferences, and workshops within and outside base station.
- Ability to research, select, organize and summarize information required for the preparation of meetings and to identify issues, formulate opinions, make conclusions and recommendations.
- Ability to function in a second language ECOWAS language is an imperative
- Knowledge of how to interpret dress codes
- Advanced Use MS Office Suite
- Basic Budgeting skills
- First Aid and CPR certification
- Ability to hoist and lower flags
- Knowledge of West African, for greetings.
ECOWAS KEY COMPETENCIES
- Ability to assume a credible presence when explaining rules, standards, and expectations (e.g. deadlines) to ensure compliance and work expectations are met. eoVQvS5 BTn6yA
- Ability to motivate self and/or others to engage in discussions that will result in recommendations to improve processes, templates, or other work tools.
- Ability to engage in positive approaches to teamwork, participate actively in discussions and the achievement of team goals.
- Ability to take responsibility for own career and performance with the occasional guidance from the supervisor/mentor.
- Ability to build capacity of self and others by sharing knowledge, tools, expertise, and experience with others to remain proficient and well informed in the execution of assigned role.
- Interpersonal, listening, and multitasking skills with a good understanding of client service responsibilities and role in representing ECOWAS values in all interactions.
- Ability to take initiative to resolve routine problems associated with assigned tasks using good judgment in involving colleagues or superiors as required.
- Ability to work as part of a team to resolve concerns, and problems and improve services.
- Ability to manage own time effectively and organize own work area in a manner that will meet performance expectations related to assigned client services.
- Ability to direct people to the appropriate source for further information and ask for help when overwhelmed with client demands.
- Ability to apply culturally relevant and appropriate approaches with people from diverse cultural backgrounds.
- Good diversity management skills to interact with individuals in a manner that is culturally appropriate and in accordance with ECOWAS rules/policies.
- Ability to recognize preconceived notions and stereotypical views of certain groups and individuals and to successfully adopt inclusive and culturally appropriate behaviors.
- Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- Knowledge of diversity management as it relates to daily work expectations and assigned tasks.
- Knowledge of the ECOWAS mandate and operational goals of relevance to assigned responsibilities.
- Ability to keep up to date with Departmental activities, schedules and goals of pertinence to own work team, functional area.
- Knowledge of ECOWAS procedures relevant to assigned work and the ability to apply sound judgment in their application.
- Demonstrated strong interest and commitment to ECOWAS values and activities in daily assumption of duties.
- Excellent ability to maintain, process and provide accurate information as part of assigned tasks.
- Ability to organize files and information for easy retrieval and record keeping.
- Ability to spot mistakes, act promptly to correct them and learn from experiences.
- Knowledge and ability to challenge and question fundamental assumptions regarding accepted ways of doing things in the spirit of improvement.
- Ability to use current technology to communicate effectively e.g. office software programs, including spreadsheets, word processing and graphic presentation software; ability to type and format presentations, reports, manuals, newsletters, website content and proficiency in information communication technologies (ICT).
- Well-developed information sharing skills using technology and in accordance with established processes and practices.
- Advanced verbal assertiveness and communication skills with a demonstrated ability to acknowledge and understand the validity of others’ viewpoints and to respond in a constructive manner.
- Fluency in oral and written expressions in one of the ECOWAS official languages of the Community (English, French & Portuguese). Knowledge of an additional one will be an added advantage.
- Ability to allocate time for specific tasks in a manner that will meet deadlines and quality/quantity expectations.
- Good organizational skills with an excellent ability to break down work into smaller parts and focus on the most important steps first.
- Ability to contribute to maintaining organizational performance standards throughout the implementation of new processes, practices and plans adopted by the Department and of relevance to assigned tasks.
- Ability to monitor progress and to consider new goals in the context of assigned responsibilities.
- Ability to follow through with commitments made to others.
Assessment method: Assessment of qualified candidates may include a written exercise and a competency-based interview.
Special notice: Female applications are strongly encouraged.
This position is subject to local recruitment pursuant to staff rule article 9.3 of the ECOWAS Staff Regulations (revised 2021). All staff in the General Service and related categories shall be recruited from ECOWAS citizens who are resident in the Member state where the position has been advertised. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
