Protocol and Events Manager, E5 -Internal Job Opening

Organization Profile

Around the world, the number of missing persons is rising – as a result of conflict, climate change, organized crime, migration and other causes.  By some metrics, the world is experiencing the highest number of conflicts since 1946.  Conflict and natural disasters, including wildfires, hurricanes and floods, have fueled migration, which in turn has been accompanied by a surge in human trafficking and slavery.

The International Commission on Missing Persons, a treaty-based intergovernmental organization with Headquarters in The Hague, the Netherlands, is seeking an experienced, dynamic and committed individual to join a highly motivated team working on this global challenge. ICMP’s overall strategy is based on upholding international law and securing the rights of families of the missing to truth, justice and reparations. 

About the position

The Office of the Director General (ODG) provides executive leadership and strategic direction for ICMP. The Protocol and Event Manager is responsible for the planning, organization, and delivery of high-level protocol services and events, both at Headquarters and globally. The incumbent ensures that all official visits, ceremonies, meetings and events are conducted in line with international diplomatic standards and the ICMP’s rules and guidelines. This role requires close coordination with ICMP staff and Programs, external partners, and stakeholders worldwide.

Key responsibilities

Protocol Management

• Plan and organize official visits to Headquarters by high-level dignitaries (Heads of State, Heads of Government, Ministers, Ambassadors, senior officials, etc.).
• Advise the Director General and senior staff on protocol-related matters, ensuring compliance with international standards and diplomatic practices.
• Develop and implement ICMP’s protocol policies and guidelines.
• Manage guest lists, seating arrangements, table plans, invitations, and correspondence for high-level events.
• Serve as the focal point for protocol issues, liaising with host country authorities, permanent missions, and international counterparts.

Event Management (HQ and Global)

• Prepare, coordinate, and carry out visits, events, and meetings for the Director General, including at global venues.
• Lead the coordination of major organizational events such as:
  • Programmatic events,
  • Financial Committee sessions,
  • Conference of States Parties,
  • Board of Commissioners meetings,
  • Other official and diplomatic events.
• Develop detailed work plans, assign key tasks, and mobilize cross-organizational teams to ensure efficient delivery.
• Draft and maintain ICMP’s Event Management Guide, incorporating best practices and lessons learned.
• Manage the full cycle of events (from conception to evaluation), including:
  • Idea generation and event design (in consultation with staff and partners),
  • Budget preparation and monitoring,
  • Procurement of goods and services,
  • Invitations, guest and seating management,
  • Venue and vendor coordination,
  • Preparation of documents, agendas, speeches, and presentations,
  • On-site execution and troubleshooting,
  • Post-event reporting and evaluation.

Coordination and Support

• Coordinate closely with global program offices to align events and protocol activities with ICMP’s strategic priorities and external messaging.
• Liaise with internal and external stakeholders, including vendors, service providers, government authorities, and international partners.
• Provide substantive support to meetings, conferences, and high-level events, including proposing agenda topics, identifying participants, and preparing documentation.
• Track events ICMP-wide to optimize resource allocation, ensure consistency, and reinforce strategic communication.

Monitoring, Reporting, and Evaluation

• Prepare and submit comprehensive post-event reports, including evaluations, participant feedback, and media coverage.
• Document best practices and lessons learned for continuous improvement.
• Provide recommendations and advice to senior management on strengthening protocol and event management practices.

Procurement and Budget Oversight

• Oversee all procurement-related activities for events, ensuring compliance with ICMP’s financial and procurement regulations.
• Monitor event budgets, ensuring cost-effectiveness and proper use of resources.
• Manage vendor contracts, negotiations, and service-level agreements.

Director General’s Front Office Management

• Supervise and manage the DG’s front office, ensuring effective coordination of the DG’s substantive agenda, official correspondence, meetings, missions, and high-level events.
• Review and liaise with the Administrative/Executive Assistant on the DG’s daily calendar and schedule.
• Ensure the DG’s engagements are well-prepared with necessary background briefs, speeches, and key issues.
• Manage DG-led meetings and missions, ensuring appropriate follow-up on action points.
• Provide advice and guidance to the DG on priorities, workload management, and effective external engagement.
• Work in close coordination with the Chief of Staff to align front office operations with organizational priorities.

Other related duties as assigned.

Required Qualifications and Experience

• A minimum of seven years of progressively responsible experience in protocol, event management, or related functions, preferably within an international or intergovernmental organization.
• Strong knowledge of international protocol and diplomatic practices.
• Proven expertise in event planning, coordination, and execution.
• Proficiency in Microsoft applications, including Word, Excel, Power Point, Outlook and Teams.
• Familiarity with enterprise resource planning (ERP) and procurement systems.

Additional Requirements

• Proficiency in Microsoft applications, including Word, Excel and Power Point;
• Proven ability to interact positively with colleagues regardless of culture, nationality or gender;
• Professionalism, discretion, and cultural sensitivity.
• Strong organizational and project management skills.
• Excellent communication and interpersonal skills with the ability to engage high-level stakeholders.
• Ability to lead cross-functional teams under tight deadlines.
• Strategic thinking, adaptability, and problem-solving capacity.
• Commitment to the underlying objective of helping the authorities and families of the missing to account for missing persons in an impartial and transparent manner.

Benefits
This is an internal position for current ICMP staff. This is a full-time position with a competitive base salary at the E5 level on the ICMP professional salary scale, includes a post adjustment, six weeks of paid leave and extended health and dental benefits. The position is eligible for expatriate benefits including relocation allowance, education allowance for eligible dependent children and dependent health insurance coverage.

This position is based in the international city of peace and justice, The Hague, The Netherlands. The Hague is a comfortable city and appeals to those with a wide range of interests.  To learn more about living in The Hague click here. ICMP enjoys exemption from income tax and social security deductions in The Netherlands (staff members are responsible for any income tax in their home country).

VN close date: 23 December 2025

Expected start date:  ASAP

ICMP is committed to maintaining an environment of mutual respect, where equal employment opportunities are available to all applicants. ICMP believes that diversity and inclusion among our staff are critical to our success as a global organization, and we seek to recruit, develop and retain the most talented individuals from a thoroughly diverse range of candidates. ICMP is proud to be part of the International Gender Champions network.

Applications from qualified female candidates are strongly encouraged.

ICMP may cancel this recruitment without notice or may decide to offer a position at a different salary level , with different duties and/or contract length.