The International Livestock Research Institute (ILRI), a premier research center dedicated to the sustainable development of livestock and agriculture systems in the developing world, is pleased to announce an exciting employment opportunity. ILRI is seeking a competent and experienced professional to join its dynamic People and Culture team as a Liaison and Protocol Officer.
This position plays a vital role in supporting ILRI’s internationally recruited staff and research fellows by facilitating diplomatic privileges and student permits while maintaining effective interactions with key government bodies, diplomatic entities, and international organizations in Kenya.
Headquartered in Kenya and Ethiopia, ILRI is the only CGIAR research institute focusing solely on livestock. With operational footprints across Africa and Asia, ILRI is at the forefront of enhancing food security, poverty reduction, and sustainable livestock development.
This is a unique opportunity for a skilled professional passionate about diplomacy, protocol administration, and international collaboration to contribute to ILRI’s impactful mission.
Detailed Job Description: Liaison and Protocol Officer
Primary Objective
The Liaison and Protocol Officer is responsible for facilitating diplomatic privileges for ILRI’s Internationally Recruited Staff (IRS) and managing the processing of student permits for research fellows. The incumbent will develop and maintain professional relationships with government offices, foreign missions, and other international organizations, ensuring smooth and timely service delivery in line with relevant protocol requirements.
Key Responsibilities
1. Onboarding and Induction Support
- Engage newly recruited International Staff during onboarding to inform them of liaison and protocol procedures and timelines.
- Guide new arrivals through the diplomatic and legal processes required for their residency and operations in Kenya.
2. IPMIS Account Administration
- Maintain and update ILRI’s Integrated Protocol Management Information System (IPMIS) account, ensuring IRS data is accurate and current.
- Register new IRS and their dependants on IPMIS and process required diplomatic identity cards and Kenya Revenue Authority (KRA) PIN certificates.
3. Residence Permits
- Advise IRS on the procedures for acquiring work permit exemptions and process diplomatic residence permits through the Ministry of Foreign and Diaspora Affairs (MoFDA) and the Directorate of Immigration.
- Track permit validity to ensure timely renewals.
4. Duty-Free Importation Services
- Provide guidance on duty-free privileges.
- Facilitate the processing of duty exemption (PRO 1Bs) forms through MoFDA for the importation of personal effects.
5. Stakeholder Relations and Collaboration
- Build strong working relationships with relevant government departments including:
- Privileges Directorate
- MoFDA Immigration
- Nyayo House
- Kenya Airports Authority
- Foster internal communication with ILRI departments to coordinate effective service delivery.
6. Immigration Regulation Monitoring
- Stay abreast of changes in Kenyan immigration policies affecting students and fellows.
- Advise the Capacity Development unit on policy implications and support permit compliance.
7. Student Permit Management
- Collaborate with Capacity Development to facilitate permit applications for students and fellows.
- Follow up with Immigration Directorate for timely processing and issuance of permits and alien ID cards.
8. Application Tracking and Communication
- Continuously monitor the status of applications.
- Communicate updates or delays proactively to applicants and relevant ILRI departments.
9. Document Management
- Maintain organized, accurate, and accessible liaison and protocol records.
- Ensure efficient digital and physical document management systems are in place.
10. ERP Monitoring and Automation
- Oversee protocol operations through ILRI’s ERP system (OCS).
- Work with ICT and Information Systems teams to develop process improvements and automation strategies.
11. Information Dissemination
- Keep staff informed by updating liaison and protocol information on ILRI’s intranet and SharePoint platforms.
- Regularly post new developments or changes in procedure.
12. Visa Advisory and Note Verbales
- Provide visa guidance for official ILRI travel, including requirements for different countries.
- Process note verbales for staff as necessary.
13. VIP Airport Protocol Services
- Deliver airport reception and departure support for VIPs and VVIPs during major ILRI-hosted meetings or international conferences.
14. Budget and Financial Support
- Assist in preparing budgets, forecasting expenditures, and tracking allocations.
- Ensure accuracy in financial reporting and resource planning within the Liaison and Protocol unit.
15. Acting Capacity and Team Support
- Serve as acting head in the absence of the team leader.
- Cover the responsibilities of the Liaison and Protocol Associate during periods of absence or leave.
16. Miscellaneous Duties
- Perform additional tasks as may be assigned, consistent with the objectives and functioning of the liaison and protocol office.
Requirements
- A Bachelor’s degree and a minimum of six years of relevant work experience.
- Relevant professional certification.
- Demonstrated experience in administration of diplomatic privileges and processing of student permits, ideally within an international organization or diplomatic mission.
- Comprehensive knowledge of diplomatic protocols and immigration regulations in Kenya.
- Strong interpersonal and networking skills, with the ability to interact effectively with a range of internal and external stakeholders.
- Proven ability to manage administrative processes with attention to detail, high volumes of work, and tight deadlines.
- Exceptional planning, communication, and organizational skills.
- Ability to provide excellent, courteous service to all ILRI staff.
- Strong cross-cultural communication and negotiation capabilities.
Location
The position will be based at the International Livestock Research Institute (ILRI) headquarters in Nairobi, Kenya.
Terms of Appointment
- Job Level: HG 14
- Nationality: Open only to Kenyan nationals
- Contract: 3-year term, renewable subject to performance and funding
- Compensation: Competitive salary and benefits, including pension, medical coverage, and insurance
Application Instructions
Interested candidates should submit:
- A cover letter outlining interest in the position, what the applicant can bring to the role, and an overview of relevant experience.
- An updated curriculum vitae (CV).
- Names and contact details (including telephone numbers and email addresses) of three referees who can attest to the applicant’s professional qualifications and work experience.
Applications must be addressed to the Head of People and Culture and submitted through ILRI’s recruitment portal by clicking on “Apply Now” no later than 25 June 2025.
Ensure that the position title and reference number REF: PC/1917 /2025 are clearly stated in the subject line of the cover letter.
Please note that ILRI does not charge any fee at any stage of the recruitment process (application, interview, processing, training). Applicants are also advised that ILRI does not solicit information regarding bank accounts at any point during recruitment.
To learn more about ILRI and its mission, please visit: www.ilri.org
