Protocol Clerks

The Protocol Clerk supports the UNEP Africa Office by organizing visits for high-level delegations, assisting with protocol functions for major events, liaising with government officials and delegation representatives, and coordinating special needs for visiting dignitaries. The role also involves ensuring proper preparation of conference rooms, handling protocol documentation, and supporting vehicle maintenance and transportation for delegates.

Responsibilities

• Provide support in organizing visits for high-level delegations including support to protocol functions at AU Commission meetings, AMCEN, and High-level Missions to Addis Ababa.
• Support international staff with documentation, visas, and other requirements through Ministries of Foreign/International relations.
• Conduct protocol functions assisting the Office with organizing meetings for major events, liaising with government officials and delegation representatives, and briefing on accreditation and access issues.
• Arrange and coordinate special needs and requests for visiting dignitaries.
• Inspect conference rooms to ensure preparation before and after meetings, coordinating with relevant sections/units.
• Assemble, copy, and distribute background papers and agendas.
• Assist in day-to-day protocol activities by coordinating with government offices for services for staff and visiting dignitaries.
• Report protocol-related issues to the Head of Office, alerting of concerns or potential disruptions.
• Update relevant host country offices on protocol norms, procedures, and changes to local customs.
• Review and maintain the UNEP Liaison Office Protocol and VIP lists ensuring accuracy and currency.
• Facilitate safe transportation of delegates and authorized personnel and general cargo goods, ensuring compliance with rules and regulations in case of accidents.
• Maintain assigned vehicles including minor repairs and cleanliness.
• Support administrative assistant in processing vehicle clearances/registration, customs and tax matters for Regional Office staff.
• Perform any other duties as assigned.

Requirements

• Completion of High School Diploma or equivalent is required.
• A minimum of three (3) years of progressively responsible experience in provision of protocol clerk services is required.
• Experience as an official protocol clerk in international organizations such as the United Nations is desirable.
• Experience in dealing with International Relations Ministry/authorities in expediting protocol clearances, visas etc. is desirable.
• Experience handling high-level officials is desirable.
• English both oral and written knowledge is required.
• Knowledge of another UN language is desirable.

Skills

• Protocol Clerk Services
• Protocol Clearance Processing
• Visa Process Coordination
• International Relations Liaison
• High-Level Delegation Support
• Event Protocol Management
• Protocol Documentation Handling
• Meeting Room Preparation
• Transportation Coordination
• Vehicle Maintenance Support
• English Language Proficiency

Languages

English, French