Protocol Officer - Gaziantep

Job Purpose

With guidance and direct supervision from the Operations Manager, the Protocol Officer will be the focal point for all protocol services as well as follow up and ensure that all relevant Federation actions as they relate to the Government, embassies, and other international organisations are in compliance with local laws and regulations.

Job Duties and Responsibilities

• Coordinate obtaining necessary official documentation such as Employment Pass, visas, driving licences, etc for all delegates, staff or visitors in the Region with structured follow-up and maintaining full documentation.
• Keep a repository of protocols and monitor protocol updates and communications with Diplomatic Missions, Embassies, International Organizations, Non-Governmental Organizations, ICRC, Secretariat in Geneva, National Societies Senior Management and Governance, Government protocol and other External Relations; maintain an updated database of all these contacts
• Focal point for all related issues with the Ministry of Foreign Affairs, Immigration Department and other government bodies of Malaysia
• Supervise the welcome assistant to ensure prompt and high-quality service delivery.
• Provide a comprehensive visitor/delegate welcome package and protocol services that includes information about Asia Pacific Region.
• Manage protocol and welcome services and advice on any new policies that may impact on IFRC operations and relationships
• Support the Region in diplomatic and protocol services for high-level visitations, missions, receptions and diplomatic functions in Malaysia ensuring established minimum diplomatic and protocol standards are met.
• Brief new staff members on visa and immigration requirements for Malaysia and lead accreditation processes with the relevant authorities, including Visa Accreditation/Visa letter/Employment Pass/Application of ID cards/Driver licenses as well as relevant cancellation of such documentations
• Maintain an up to date file containing all Status Agreement in Asia Pacific Region
• Support Asia Pacific region office set up / closure on protocol related matters
• Coordinate protocol for high-level missions and visitations ensuring diplomatic and protocol etiquette is observed at airports, etc.
• Document the management and collection of paperwork from the various Embassies, Government Ministries and departments or such forms that are required for the processing of visas and permits
• Understand and communicate the travel process to all travelers to ensure adherence to procedures and controls. Perform regular reviews of the process, recommend and implement improvements to streamline the chain.
• Liaises and follows up with the Ministry of Foreign Affairs and Immigration Department etc. on all new policy circulars or revisions on privileges and immunities;
• Supervising the drafting of all outgoing correspondence, letters to various local entities and host authorities, and reviewing and assigning all incoming correspondences

Education

Required:

• Relevant university degree in in Administration/Political Science/international relations Certificate in protocol

Experience

Required:

• 5 years’ experience of working for humanitarian organisation in the same role
• Ability to identify issues, formulate opinions, make conclusions and recommendations
• Conceptual analytical and evaluative skills
• Experience in working in a diplomatic institution, embassy or international organization
• Experience of working in and managing office administration and basic protocol, including filing, liaison with organisations, translation/interpretation and report writing
• Experience in maintaining program, contractual and confidential files

Preferred:

• Red Cross/Red Crescent knowledge and experience

Knowledge, Skills and Languages

Required:

• Ability to work in a cross-cultural and cross functional environment
• Ability to work with tight deadlines and handle multiple tasks
• Must have computer working knowledge
• Excellent communication and reporting skills
• Good interpersonal skills an essential part of the job
• Staff management and development skills
• Fluently spoken and written English
• Fluently spoken and written Turkish

How to apply

Please click here to apply.