Overview
The Program Assistant – Protocol ensures administrative processes, travel coordination, and protocol arrangements for high-level visitors and internationally recruited staff run smoothly and efficiently. The role supports staff with government documentation and escalates any gaps or delays.
Key Responsibilities
- Support new staff relocating to Nigeria to obtain mandatory documentation for legal residence and work.
- Serve as focal point for consular, privileges and immunities matters for IFC in Nigeria.
- Provide protocol services and maintain liaison with key government agencies, departments, and embassies.
- Prepare and follow up on office and expatriate staff tax exemption requests.
- Provide logistics support and assist in planning and managing VIP visits.
- Process import/export exemption certificates for the Country Office and staff relocating to Nigeria.
- Monitor and report on shipments for the Country Office and IRS.
- Liaise with designated clearing agents to ensure timely clearance of IFC/IRS vehicles, equipment, machinery, furniture, and other assets.
- Coordinate with immigration and customs authorities on shipping-related matters.
- Provide meet-and-assist services to Director-level staff and above.
- Coordinate IFC requests for airport passes.
- Process work permits and renewals for staff and eligible dependents assigned to Nigeria.
- Provide guidance to newly assigned IRS during pre-assignment visits and final relocation.
- Process entry visas and/or visas on arrival for staff, consultants, and visitors on official duties.
- Liaise with the Ministry of Foreign Affairs and relevant immigration authorities to facilitate immigration clearance.
- Draft and process Note Verbales and related correspondence for various protocol-related requests.
- Notify the Ministry of Foreign Affairs of IRS arrivals and departures.
- Support relevant local registrations and applications for IRS staff.
- Facilitate IRS staff access to local driver’s licenses.
- Support registration, insurance (including renewals), and disposal processes for IRS motor vehicles.
- Coordinate registration of IFC and IRS vehicles with the Registrar of Motor Vehicles.
- Receive and transmit correspondence to and from ministries, commissions, the presidency, and other government entities.
- Process shipments’ duty waiver applications for the Country Office and IRS members.
- Process Schedule B applications for sale/disposal of vehicles and other related documentation.
- Process VAT exemption requests for the World Bank Group and IRS staff.
- Process customs documentation to facilitate clearance of shipments and motor vehicles.
- Prepare and track customs clearance applications, including duty waivers for staff personal effects, official shipments, and vehicles.
- Coordinate with customs leadership on issues affecting the Bank and respond to customs memos.
Required Experience
- University degree (or equivalent) with at least 5 years of directly relevant experience.
- Experience working with Nigerian government departments on protocol, immigration, shipping, and/or customs matters for an international organization is an advantage.
- Previous experience with a multilateral or bilateral organization is an advantage.
- Demonstrated proficiency in office productivity tools (including MS Office, Excel, PowerPoint, Word, Outlook).
