Chief, Department of Protocol and Liaison Services

Chief, DPLS

Position title: Chief, Department of Protocol and Liaison Services

Location: Worldwide

Category: FTA International

Level: D

Duration: Two Years (Renewable)

Department: Department of Protocol and Liaison Services

Supervisor/Report to: Senior Director, Representaional Affairs

Job type: Voluntary Service (VS) Part-Time

Overview

The International Youth Federation (IYF) is a global youth network, an organization advocating for youth empowerment and connecting countries to knowledge, experience and resources to help young people build a better future. The IYF works to empower youth in line with 2030 Global Goals Agenda, to create sustainable world for all young people through education, advocacy, and the promotion of respect and compassion.

The Department of Protocol and Liaison Services (DPLS) serves the protocol needs of the Executive Office, including those of the President, Secretary-General, Under-Secretary-General, and the Assistants of the Secretary-General. It also supports the Regional Administrations and IYF Country Teams in the Member Countries to implement a set of diplomatic rules and governing codes of behaviour in forums, meetings, and ceremonies involving IYF Officials and Representatives.

The Chief of Protocol and Liaison Services reports directly to the Senior Director, Representational Affairs and maintains a close rapport with the Secretary-General (SG) and other senior officials. The Chief is responsible for provide protocol and communications support to the President’s Office and the Executive Office (ExO) in maintaining effective communications with governments, organizations and other stakeholders.

Mission Statement

To voluntarily represent, positively promote, and uphold the mission of “Empowering youth for a better world” in various programs and opportunities throughout the IYF interventions across member countries.

Responsibilities

• Advice senior officials and determines all protocol related aspects of events and activities organized under the auspices of IYF and of other partner agencies, whether at IYF Headquarters, or away from Headquarters, as required; and responds to queries from IYF officials globally, ensuring consistency on protocol matters;
• Ensures that the IYF President is provided with protocol support at headquarters and at other duty stations she/he might visit, as required;
• Maintains regular contacts and ensures harmonious working relations with Representatives of Member Countries regarding their protocol-related requirements and their accreditation vis-à-vis the host country, including the registration and accreditation of IYF personnel;
• Arranges the facilitation of credentials for newly appointed Representatives, briefing them on the standard procedures;
• Supports the protocol requirements of the Secretary-General and the Under-Secretary-General, including during bilateral meetings and at summits and conferences both at Headquarters and abroad and on their official travels away from Headquarters, and plans and organizes official luncheons, dinners, social events hosted by the Secretary-General;
• Advises on the protocol standards and procedures maintained by the IYF, including ranking orders, display regulations of logos and flags, standing and seating arrangements at official and social events, etc;
• Pursues efforts to modernize and automate processes, implement efficiency gains, ensure cost-effectiveness by eliminating unnecessary steps and processes, and maintaining a multilingual Protocol Service;
• Within delegated authority, the Chief is responsible for protocol aspects of events involving the President, Secretary-General or the Under- Secretary-General, at summits and conferences both at Headquarters and abroad;
• During complex visits of the President/Secretary-General abroad, such as regional summits or other multilateral conferences, acts as focal point for bilateral meetings and finalizes with the host authorities all arrangements connected with her/his programme.
• Plans and organizes official luncheons, dinners and other social functions hosted by the Secretary-General at Headquarters, the official residence, or other locations as required. Maintains close contacts with Permanent Missions of Member States regarding their accreditation and liaison needs.
• Develops rules and procedures of protocol. Advises HQ Departments, Specialized Agencies, and institutions and officials of the host countries;
• Cultivates wide-ranging social, cultural, political and business contacts in Member States; and
• Performs other related duties as requested by the Under-Secretary-General.

Competencies

• Lead (Level-3) Leadership is the art of motivating a group of people to act as a team towards achieving a common goal.
• Design (Level-3) Ability to recognize what changes are required and create a path for improvement using existing knowledge, problem solving skills, creativity and original ways of working.
• Empower (Level-3) Empowerment is a practice of giving team members skills, authority, opportunity and motivation so that they can take initiative and make decisions to solve problems and improve performance.
• Mobilize (Level-3) Ability to identify resources and activities that individuals and organizations will undertake to support the IYF’s strategic goals and objectives. Engage and influence appropriate donors by building win-win relationships.
• Inspire (Level-3) Inspiration and lead by example is about energizing and creating a sense of direction and purpose in others, unlocking motivation and momentum for positive change.

Functional Competencies

• Ability to assist in strategic planning, results-based management and reporting.
• Ability to assist in corporate strategic initiatives.
• Excellent computer, internet, social media and information system skills.
• Excellent communication and coordination skills.

Skills Required for Position

• Ability to interact cordially and communicate with a diverse community.
• Effective oral and written communication skills.
• Ability to assess and evaluate situations quickly, accurately and effectively.

Experience

Three-years of experience and results preferred in management, youth empowerment role, development, communications, international relations, youth studies, sport, women empowerment, youth-led organizations or another relevant field.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

Language

Fluency in English with superior drafting skills is essential.