Protocol Services Consultant

1.Background 

IPPFAR’s work requires recruiting internationally to attract the best and suitable talents needed for the proper implementation of its vision and mission. IPPFAR may from time to time requires expertise and skills that may not be readily available within the local talent pool.

However, in order to recruit successfully on an international scale, it is crucial that IPPFAR creates strategies tailored to the local requirements and limitations. One of the first challenges of hiring international employees is ensuring that we comply with the local laws and regulations of the countries where you operate. This includes obtaining the necessary visas and work permits, paying taxes and social security contributions, following labour standards and contracts, and respecting any immigration requirements.

To enhance and facilitate these important requirements as well as to help you navigate the complex protocol and immigration landscape and avoid costly fines or penalties, IPPFAR is searching for a protocol and immigration agent/consultant for the year 2025.

 2. Scope of Work 

The service provider shall support IPPFAR and its staff in all protocol, immigration, and diplomatic liaison matters, including but not limited to the following:

A. Immigration and Permit Management

• Ensure timely submission and follow-up of work permits, residence permits, visas, dependent passes, and other applicable passes for staff and dependents.
• Manage exemption endorsements related to work and residence permits.
• Provide regular status updates to IPPFAR on all applications and promptly address any arising issues.

B. Diplomatic and Protocol Services

• Ensure notification of arrival submissions and timely processing and delivery of Diplomatic IDs for principals and dependents.
• Support the processing of PRO 1B applications for duty-free purchases by IPPFAR or eligible diplomats.
• Support PRO 1C procedures for the deregistration of vehicles for departing diplomats.
• Ensure IPPFAR and its diplomats fully benefit from all entitled diplomatic privileges and immunities.

C. IPMIS and Government Platform Management

• Oversee the registration and deregistration of staff, dependents, and diplomats on the MoFA IPMIS platform, ensuring the system is consistently accurate and up to date.
• Manage motor vehicle registration, transfer, deregistration, and re-registration for expatriates and IPPFAR on IPMIS.
• Manage national staff registration on IPMIS and ensure continuous updates.

D. Licensing and Registrations

• Facilitate the application and renewal of diplomatic driving licences for principals and dependents.
• Create and manage IPPFAR and diplomat accounts on relevant government platforms, including KRA, NTSA, e-Citizen, SHA, and SHIF.
• Support KRA PIN registration and related statutory registrations where applicable.

  E. Stakeholder Engagement and Advisory

• Maintain effective working relationships with MoFA and other relevant government institutions.
• Proactively inform IPPFAR of regulatory, procedural, or institutional changes affecting immigration, protocol, taxation, or statutory compliance.

F. All other passes are processed.

 

4. Service Agreement

IPPFAR seeks a protocol service provider willing to enter into a service agreement covering an initial 2-year term, subject to annual renewals and periodic reviews of terms and conditions.

5. Evaluation Criteria 

Each bid will be evaluated on its technical and financial proposals, weighted as follows:

1. Technical Proposal (30% of total score):

The technical proposal should clearly address the scope of services required and demonstrate how the provider will meet IPPFAR’s protocol and immigration needs, evaluated on:

• Proof of extensive experience in handling protocol and immigration services, particularly for international organizations, Diplomatic Representations and or UN agencies.
• A description of the proposed range of services, including visa processing, work permits, and residency support.
• Information on the provider's network, including access to consulates, embassies, and government offices.

2. Financial Proposal (70% of total score):

• Pricing structure for the range of protocol and immigration services requested, with consideration that the proposed rates will apply to both the main diplomat and their dependents for all services.
• Breakdown of services included in the pricing, such as visa and permit application fees, visa extension, diplomatic ID application or renewal, IPMIS update, registration and deregistration, accounts creation, etc. and handling of unforeseen immigration/protocol issues.

6. Qualifications of the Consultant 

The selected provider should meet the following requirements:

• At least three years of proven experience providing protocol services to international NGOs, embassies, and/or UN agencies.
• Demonstrated experience liaising with the Ministry of Foreign Affairs.
• Proficiency in using the Integrated Protocol Management Information System (IPMIS).
• In-depth knowledge of immigration services and processes within Kenya.
• Strong diplomatic skills and ability to navigate complex protocol environments.
• Compliance with high standards of service quality and confidentiality.

7. General Provisions 

The consultant will be paid upon delivery of each service upon submission of invoices at the rates to be negotiated.

Please note that IPPFAR will deduct 5% withholding tax for local (Kenyan based firm/individuals) before issuing payments and 20% for non-Kenyan based firm/individual consultants before making payment.

NB: This bid is opened to Kenyan based local firms/individuals only.

8. Application procedure and deadline

Companies/firms are required to submit the following documents/information:

• A Letter of Interest, stating why you consider yourself/your firm suitable for the assignment.
• Detailed company profile (Maximum 5 pages) indicating the names of the company directors or the individual Resume.
• A technical proposal that clearly address the scope of services required and demonstrate how the provider will meet IPPFAR's needs.
• Proof demonstrating your extensive experience in handling protocol services specifically tailored for international organizations.
• Financial proposal indicating each services fee per employee and family.
• Copy of valid Tax Compliance Certificate,
• Copy of current TIN (Tax Identification Number), and/or a TCC (Tax Compliance Certificate); Copy of Certificate of Registration/Incorporation from Registrar of Companies (if applicable).
• Copy of Business permit (if applicable)

Please submit your application to [email protected] with the subject “Protocol Services, a Call for Proposals”.

Each proposal should be submitted by February 15th, 2026. Technical and financial proposals as well as the supporting documents must be separate documents (the 2 proposals and zipped documents of the supporting documents). Only proposals meeting all mandatory requirements will be considered for evaluation.