Protocol Office Manager

Medecins Sans Frontieres (MSF)

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  Location: Kampala, Uganda

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  Category: Administration

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  Job Type: N/A

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  Salary ( UGX) : Monthly

BACKGROUND

Médecins Sans Frontières (MSF) is an International independent medical humanitarian Organization that delivers aid to people affected by armed conflict, epidemics, natural disasters and exclusion from health care. MSF offers assistance to people based on need irrespective of race, religion, gender or political affiliation.

MSF has been providing medical research, medical and humanitarian assistance in Uganda since 1980.

MSF is registered in Uganda as an Inernational Organisations, through an Host Country Agreement (signed on September 12, 2014, and officially published in the Uganda Gazette Number 75 Volume CVII (Supplement Number 41) dated 19^th December 2014), and as such it benefits from Privileges and Immunities for the benefit of its humanitarian operations in Uganda. The MSF Intersectional Protocole Office is the unit responsible for ensuring that the agreement is properly implemented.

MSF is committed to achieving workforce diversity; therefore, females are encouraged to apply.

Job : Protocol Office Manager
Opening Date : 19th February 2024
Closing Date : 3^rd  March 2024
Duty station : Kampala
Contract Type: Open term
Start of work : April 2024

Main responsibilities:
Within the Intersectional Protocole Office, under the responsibility of the MSF Country Representative, and with the technical support of the MSF Intersectional Legal Departement, the Protocol Office Manager (POM) will ensure the smooth functioning of the Intersectional Protocol Office, for the effective and coordinated implementation of the Host Country Agreement (HCA) by, and for, all MSF sections/branches present in the country.

This is achieved through providing internal support to MSF coordination teams in implementing relevant HCA procedures and processing benefits derived and engaging with external stakeholders including technical and mid-levels of the Government’s administration.

The POM will also actively support the Country Representative and Heads all the Branches of MSF in Uganda in following-up the national and regional political, legal and social contexts, to secure effective ongoing support in implementing the HCA from government and other relevant external actors.

Activities  include, but not limited to:

Strategic networking and context analysis

• Collaborate with the Country Representative and the Heads of MSF’s branches in Uganda to define, draft, implement and adapt a stakeholder engagement / networking strategy.
• Contribute to context analysis regarding news and elements that can influence or affect MSF activities in the national and regional political, legal and social contexts.
• Maintain good external working relationship with government counterparts to secure effective ongoing support in implementing the HCA from government and other relevant external actors.
• Plan, organize and provide protocol support including briefing notes and taking minutes at all official meetings with MoFA and other national bodies.
• Update and maintain a comprehensive database of all relevant contacts.

Implementation of the Host Country Agreement

• Initiate and follow up administrative procedures for the implementation of the HCA, including requests for immigration of MSF international staff, for exemption and / or reimbursement procedure for VATtax exemptions, for importation procedures, among others.
• First line technical advisor & focal point on relational and compliance issues of MSF with MoFA (Ministry of Foreign Affairs) and other concerned Government ministries and departments (MDAs) on any matters touching the scope of HCA.
• Ensure a proper, coherent and consistent utilisation of the HCA by all the departments of MSF in Uganda.
• Collects and analyses the necessary data based on the tracking tools.
• Adapt Intersectional Protocol Office services to the requirements of regular vs emergency operations.
• Drafts the diplomatic correspondences and minutes of the official meetings.
• Briefs the MSF’s responsible and managers.
• Proactively follow-up on the new releases or change of law, decrees, regulations, traditions in the country and liaise with the MSF’s Legal Departement.

• Education: Bachelors Degree in Public/Business Administration, Arts in International Relations and Diplomacy, Public Relations or related field.
• Experience: 4 years of working experience in Administration, Protocol, Public Relations or related work. Experience in Government agencies is a strong asset. Experience with the administrative proceedings of an international agreement will be considered an added advantage.
• Language: English, Local languages and French is a strong asset.
• Knowledge: High Computer literacy. Good knowledge of administrative procedures, knowledge of Government protocols. Basic knowledge of humanitarian environment and values.
• Competencies: Strong capacity for autonomy, accountability, planning and organization of activities and priorities. Strong proactiveness in making proposals. Strong diplomatic and negotiation skills. Excellent communication and interpersonal skills, good presentation, cultural awareness. Commitment to MSF principles and values. Ability to synthesise and analyse information, make clear proposals to decision-makers and solve problems. Write correspondence, reports, minutes, guidelines, memos and briefing notes clearly and effectively. Flexibility in the organisation of work and the ability to work under pressure.

Interested candidates are invited to send their applications by email (Indicate POM & your full name in the subject line). Applicants should include a CV, application letter and copies of academic / work certificates) addressed to:

Finance & HR Coordinator
Médecins Sans Frontières
Plot 21 Ssemakula Close, Tank Hill Road
Muyenga

Email : msff-kampala-recruitment@paris.msf.org

NOTE: The candidature files will not be returned. Only photocopies of important documents should be submitted.

NOTE: Only persons responding to the job profile will be contacted for a written test and/or interview.

No monetary, goods or service offers, nor favoritism, will be tolerated in a recruiting process. MSF reserves the right to refuse any candidate having benefited from such acts. Any illicit solicitations can be reported to the justice system.