Protocol Assistant (Generic Pool) at the Economic Community of West African States (ECOWAS)

Job Title: Protocol Assistant (Generic Pool)

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.

 Roles 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

• Brevet de Technicien (BT)/OND or equivalent. Specialized training in conference, protocol or travel is desirable and will be considered as an added advantage.
• 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.

Age Limit:

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

Competencies:

• Ability to assume a credible presence when explaining rules, standards, and expectations (e.g. deadlines) to ensure compliance and work expectations are met.
• 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.

Remuneration (Annually)

• UA 20,166.30 / USD 31,818.39;
• UA25,527.53 / USD 40,277.34;
• UA 30,178.98 / USD 47,616.39.

Application Instructions:

The application deadline is on 30th March, 2025. Therefore, Qualified and interested candidates should send their updated Resume to: [email protected] using the Job Title as the subject of the email.

Click here to download the application form (Docx.)

Note

• Assessment method: Assessment of qualified candidates may include a written exercise and a competency-based interview.
• 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.