Liaison and Protocol Officer

• Undertake onboarding and induction conversations with Internationally Recruited Staff regarding Liaison and Protocol requirements and timelines ahead of their arrival and on arrival for efficient onboarding.
• Administer and maintain ILRI's IPMIS account (online Integrated Protocol Management Information System) - cleanup of the account and update of IRS contract and personal details; Register Internationally Recruited Staff and their dependants on the portal and process their diplomatic identity cards and KRA PIN certificates.
• Guide staff on work permit exemptions (diplomatic residence permits), process the permits through MoFDA and Immigration and maintain upto date record of validity for facilitation of renewal.
• Guide staff on duty free importation of personal effects and process duty exemption (PRO 1Bs) forms through the Ministry of Foreign and Diaspora Affairs.
• Foster relationships with internal ILRI staff and relevant Kenyan government departments, among them - the Privileges Directorate, MoFDA Immigration team, Nyayo House and Kenya Airports Authority, for coherence in service delivery.
• Maintain good knowledge of immigration requirements and the latest regulations for students and fellows coming into ILRI, as well as maintain an understanding of the impact on compliance and advise on adjustments as applicable.
• In collaboration with the Capacity Development unit, facilitate processing of student permit applications at the Immigration Directorate and follow up on processing and issuance of the permits and foreigner certificates (alien ID cards)
• Monitor status of applications through Government of Kenya departments, follow up on delayed and urgent applications and provide timely updates to staff.
• Maintain accurate and up-to-date databases while organizing and managing files to ensure efficient record-keeping and accessibility.
• Monitor Liaison and Protocol unit processes through OCS (the Institute's ERP system). Work closely with the information systems officer and the ICT section for automation and improvements in process flows.
• Update relevant information on the intranet and SharePoint for guidance of staff on general liaison and protocol information and new developments.
• In collaboration with the ILRI travel agent, be well informed of visa requirements for different countries; provide visa guidance to staff on official travel and process necessary note verbales for staff.
• Provide airport protocol support to VIPs and VVIPs on arrival and departure during high-level meetings and events.
• Assist in budget preparation, forecasting and financial planning for the unit, monitor expenses and track budget allocations for accurate reporting.
• Deputise the team leader and provide cover for the Liaison and Protocol Associate during absences.
• Any other related duties as may be assigned from time to time.

• A Bachelor's degree and six years of relevant experience
• Relevant professional certification
• Extensive experience in administration of diplomatic privileges and processing of student permits in an international organisation set up or diplomatic mission.
• Good knowledge of diplomatic protocols and familiarity with immigration and protocol regulations.
• Demonstrable experience in building relationships with ability to network effectively with internal and external stakeholders.
• Demonstrable experience in excellent organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
• Excellent planning and organizational skills to manage multiple and high volumes of administrative activities.
• Excellent interpersonal, and cross-cultural communication, and negotiation skills.
• Commitment to providing exceptional, courteous service to support ILRI staff

International Livestock Research Institute