ROLE OVERVIEW 

Under the supervision of the Principal Officer Protocol, the incumbent will provide day-to-day protocol support services with issuing visas, resident permits resolving challenges and ensuring the smooth delivery of services whilst providing needed support to the Principal Protocol Officer.

ROLE AND RESPONSIBILITIES

·         Facilitate liaison between the Commission and the host Government counterparts as well as the diplomatic community.

·         Undertake protocol activities of the Protocol Division in the Commission and provide protocol services and advice to the Commission, its staff and guests;

·         Delivers consular and passport services to the Staff of the Commission, including responses to client enquiries with requests for information and forms

·         Process passport applications and conduct personal interviews

·         Perform security checks and follow procedures for centralised passport operations

·         Maintain passport databases for the Commission’s staff

·         Update schedule of fees and printed instructions as required

·         Maintain stock levels of all passport related materials including application forms, travel documents and laminates

·         Manage consular cases, update and maintain consular case records, including welfare, whereabouts, repatriations, visa refusals and denials.

·         Communicate and co-ordinate with hospitals, police, lawyers, social services, airlines, government and non-government authorities and other contacts as required

·         Execute notarial acts using ECOWAS guidelines

·         Organise and execute accreditation of diplomats and heads of missions as well as multilateral organizations that partner with the commission.

·         Coordinate and provide protocol services during the ECOWAS Statutory and technical meetings and important events organised by the Commission or those being held under its auspices;

·         Perform other duties as assigned.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

·  Bachelor’s degree in Arts, Social sciences from a recognised University;

·  5 years of progressively responsible experience in protocol, travels, tourism, hospitality or any related area;

·  knowledge of accepted norms, rules and customs of international diplomatic protocols, including practices developed within ECOWAS system or similar international organisations;

·  knowledge of diplomatic and travel services in a governmental or international organisation including experience in developing constructive working relationships with host governments;

·  proven experience in the organisation of international conferences/events;

·  knowledge of accepted norms, rules and customs of international travel logistics, including practices developed within international organisations;

·  knowledge of the airline industry, travel planning in a governmental or international organisation including experience in developing constructive working relationships.

AGE LIMIT

Be below 50 years old. This provision does not apply to internal candidates.

ECOWAS KEY COMPETENCIES

·  ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices;

·  ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities;

·  ability to respect chain of command in an appropriate manner;

·  ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval;

·  ability to utilize the Code of Ethics to manage self, others, information and resources;

·  ability to mentor others and create feedback loops with supervisors, colleagues and the subordinates to build strong working relationships and improve performance.

·  contribute to maintaining organisational unit’s performance goals and standards.

·  interpersonal skills with ability to keep a client informed of progress or setbacks in projects of relevance to timeline, quality and quantity;

ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions;

·  ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their need, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs;

· ability to counsel, advise, consult and guide others on matters pertaining to assigned client service responsibilities and established client service standards;

·    demonstrate respect for cultural differences, fairness and ability to relate well with people from varied backgrounds, nationality, gender, ethnicity, race and religion;

·    understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy;

·    ability to listen actively, consider people’s concerns and apply   judgement, tact and diplomacy;

·    ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths;

·    ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;

·    ability to encourage, empower, and advocate for people in an unbias and transparent manner.

·    knowledge of ECOWAS institutions, sectors, programmes and policies;

·    knowledge of ECOWAS internal operational requirements of programs, projects, services and systems required to achieve work assignments and meet performance goals;

·    knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to others;

·    knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities;

·    knowledge of member states development trends, indicators, challenges and opportunities as it relates to project/programme assigned to own position.

·    ability to study data/information from a variety of sources, identify anomalies, trends and issues, present findings, and make   recommendations;

·    ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance and performance targets;

·    knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals;

·    ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.

·    demonstrate operational computer proficiency using appropriate tools;

·    ability to make sound use of graphics and tables to effectively present numerical data to write semi-complex technical reports/proposals and edit/check templates, letters, etc.

·    ability to convey information clearly and concisely in a succinct and organized manner through both writing and verbal means, ;

·    exhibit interpersonal skills, make presentations, express opinions and debate ideas with others in a constructive manner;

·    proficiency in information communication technologies(ICT);

·    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 develop, implement an individual action plan for achieving specific work  goals;

·     identify ,organize and monitor tasks throughout to facilitate execution;

·    ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others   to set and meet deadlines;

·    ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators and risks;

·    ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.