DUTIES:
Diplomatic & Travel Services Support
Support the day-to-day coordination of protocol, immigration, diplomatic and travel service requests in line with approved procedures and service standards.
Track and support the processing of visas, residence permits, diplomatic identity cards, ECOWAS travel documentation, customs exemptions, and related official documentation across Headquarters, Abuja, and Lagos.
Support operational follow-up for diplomatic CT number plate registration, vehicle disposal exercises and return of assigned diplomatic registration numbers.
Monitor service requests against established service level agreements (SLAs) and escalate delayed or high-risk cases to the Manager for guidance and for timely resolution.
Monitor documentation completeness, departure protocol compliance and return of privileged documents.
Government Liaison
Support engagement and liaison with ministries, government agencies, embassies, immigration and customs authorities, and other external stakeholders.
Track changes in immigration, customs, diplomatic, protocol, and consular regulations and flag potential operational implications to the Manager.
Support operational information flow between Headquarters, Abuja and Lagos teams to reduce duplication and keep requests aligned with the approved workflow.
Official Visits
Support coordination of event logistics, official visits, protocol arrangements, and hosting requirements in accordance with IITA standards under the direction of the Manager.
Support the preparation of official agendas, itineraries, visit programmes, stakeholder engagement activities and other official documentation required for high-level visits and institutional engagements.
Liaise with relevant internal service providers and field offices to follow-up on protocol support, airport protocol services, dignitary reception, transportation, accommodation and security arrangements.
Documentation & Compliance
Maintain workflow tracking, dashboard reporting, KPI monitoring, case management updates, and chargeback reporting for Manager review.
Support document management, correspondence standardization, records management, and archiving system.
Support the monitoring of SOP implementation, internal controls, audit readiness and compliance requirements, escalating gaps to the Manager.
Identify operational risks and propose mitigation measures for review and direction.
Operations Support
Support day-to-day coordination of PEL staff across HQ, Abuja and Lagos, by tracking service quality, following up on assigned tasks, and escalating workload or resource issues to the Manager.
Support execution of approved work plans, follow up on assigned operational tasks, and monitor workflow progress to support timely completion of unit deliverables.
Support the use of SharePoint, digital case management systems, document templates, workflow automation tools, and dashboard reporting mechanisms to enhance operational efficiency and data visibility.
Support procurement processes, imprest management, chargeback administration, and other operational activities in accordance with established institutional policies and procedures.
Review service delivery trends, operational data, and stakeholder feedback to identify improvement opportunities and recommend process enhancements for Manager consideration.
QUALIFICATION
Master's degree in International Relations, Public Administration, Business Administration, Social Sciences, or a related field.
Minimum of 5 -7 years of progressively responsible experience in protocol services, office administration, government relations, corporate services, travel and immigration management, international cooperation, or related functions.