PROTOCOL GUIDELINES FOR PERMANENT REPRESENTATION TO THE INTERNATIONAL RENEWABLE ENERGY AGENCY (IRENA) May 2015
I. Introduction 1. The purpose of these Protocol Guidelines is to provide the Members of the International Renewable Energy Agency (IRENA) with the basic guidelines and administrative requirements that will facilitate their official functions and activities pertaining to their permanent representation to IRENA. 2. This document will be interpreted and applied in accordance with the relevant provisions of the Headquarters Agreement between the Government of the United Arab Emirates and the International Renewable Energy Agency. 3. Definitions a. Chief of Protocol is the senior officer in charge of the Protocol and Liaison Unit of IRENA; b. Delegate means the designated representative of a Member of IRENA and any delegation member who is an alternate or adviser attending any meeting or conference of IRENA; c. Director-General means the Director-General of IRENA appointed by the Assembly of IRENA in accordance with the Statute; d. Host Affairs Section is the Section in the Directorate of Energy and Climate Change in the Ministry of Foreign Affairs of the United Arab Emirates, which has been designated by the Host Country to discharge the functions and responsibilities set out in Section III of the present Guidelines; e. Host Country means the United Arab Emirates; f. Immediate Dependents means a spouse and dependent children under the age of twenty-one forming part of the household; g. IRENA means the international organisation established under the Statute of the International Renewable Energy Agency; h. Member means a Member of IRENA. Membership in IRENA is open to those States that are members of the United Nations and to regional intergovernmental economic integration organisations as defined in the Statute; i. Permanent Mission means the mission of a Member to IRENA established in the United Arab Emirates under the Headquarters Agreement for the purposes of the representation of that Member to IRENA; j. Permanent Representative means a Member s principal representative accredited to IRENA. For Members having established a Permanent Mission to IRENA, the Permanent Representative is the head of the Permanent Mission; 2
k. Permanent Mission Staff means those described as such in this document and as referred to in the Headquarters Agreement as members of the Permanent Mission and includes the Permanent Representative; l. Protocol and Liaison Unit is headed by the Chief of Protocol and has been designated by the Director-General to discharge the functions and responsibilities set out in Section II of the present Guidelines; m. Statute means the Statute of the International Renewable Energy Agency. 4. Background documents The present Guidelines take into account key legal documents and protocol practices as applied in international organisations and two documents specific to IRENA: 5. Contact details a. The Headquarters Agreement between the Government of the United Arab Emirates and the International Renewable Energy Agency signed on 3 June 2012, which entered into force on 7 October 2013; b. The Statute of the International Renewable Energy Agency. a. Contact information for the Protocol and Liaison Unit is as follows: Protocol and Liaison Unit IRENA Headquarters, Masdar City PO Box 236 Abu Dhabi, United Arab Emirates Tel: +971 2 417 9000 Email: Representation@irena.org b. Contact information for the Host Affairs Section is as follows: Ministry of Foreign Affairs (MoFA) PO Box 1 Abu Dhabi, United Arab Emirates Tel: + 971 2 222 2000 Direct: +971 2 493 1520 / +971 2 493 1530 Email: HCA@Mofa.gov.ae 3
II. Functions and Responsibilities of the Protocol and Liaison Unit The functions and responsibilities of the Protocol and Liaison Unit include the following: 1. To serve as a liaison between IRENA Members and the Host Country authorities, as necessary, on matters pertaining to Members permanent representation to IRENA; 2. To notify the Host Country of a Member s request to establish a Permanent Mission or of a Member s decision to appoint a Permanent Representative; 3. To organise the presentation of credentials to the Director-General by newly-appointed Permanent Representatives; III. Functions and Responsibilities of the Host Affairs Section 1. The functions and responsibilities of the Host Affairs Section include the following: a. To oversee and facilitate the implementation of the Headquarters Agreement and all contacts between the Permanent Mission and the Host Country. b. To follow up, as articulated in this document, on the establishment of permanent representation to IRENA, including Permanent Missions. 2. Specific responsibilities include, but are not limited to: a. Registration of the Permanent Representative, the Permanent Mission Staff and their Immediate Dependents; b. Issuance of identification cards, as well as identification card renewal, replacement and collection upon termination of duty; c. Processing of customs taxes exemption applications; d. Processing of vehicle and license administration; e. Coordinating security, safety, and law enforcement, including VIP visits; f. Issuing, renewing or cancelling airport entry permits; g. Provision of access details to the website of the Host Country s Ministry of Foreign Affairs containing relevant forms and documents. 4
IV. Establishing a Permanent Mission in the United Arab Emirates 1. Members shall submit a written notification of their intention to establish a Permanent Mission to the Director-General, including the intended number of Permanent Mission Staff, the size of which is to be commensurate with the purposes of that representation. 2. After reviewing the notification, the Protocol and Liaison Unit will notify the Host Affairs Section of the Member s intention to establish a Permanent Mission, including the written notification submitted by the requesting Member. 3. Location and premises of the Permanent Mission a. The Host Country shall designate a location for the purposes of establishing Permanent Missions (Headquarters Agreement, Article XI, Section 28). b. Members shall submit a written notification of the proposed location of the Permanent Mission to the Host Affairs Section. The Host Affairs Section will respond in writing as soon as possible within 30 days. c. A Member that wishes to purchase property for the purpose of establishing a Permanent Mission shall obtain the prior written consent of the Host Country. V. The Permanent Representative 1. Appointment of the Permanent Representative by a Member When a Member decides to appoint a Permanent Representative, the Member s Ministry of Foreign Affairs or its Permanent Mission should submit to the Director-General: a. The curriculum vitae of the Permanent Representative (in both Arabic and English); b. A Letter of Credentials. In conformity with international law, credentials are issued by the Head of State or Government or Minister of Foreign Affairs of the Member. Credentials should be addressed to the Director-General. 2. The Protocol and Liaison Unit will inform the Host Affairs Section of the appointment of the Permanent Representative and provide a copy of the curriculum vitae (in both Arabic and English) and credentials. 3. A request that a visa (or visas) be issued for the Permanent Representative and the Immediate Dependents will be made, if applicable, to the Host Country s Embassy or Consulate in the country appointing the Permanent Representative or in another country designated by the Host Country. 5
4. Presentation of credentials 5. Registration 6. Housing a. Following the appointment of a Permanent Representative, the Chief of Protocol will make arrangements for the presentation of credentials to the Director-General with a brief ceremony. b. The Director-General will notify the Members of the appointment of a Permanent Representative. a. A completed registration form for the Permanent Representative and the Immediate Dependents, as applicable, with the enclosures specified on the form(s), shall be provided by the country appointing the Permanent Representative to the Host Affairs Section. b. The Host Country will issue to the Permanent Representative and his/her Immediate Dependents residing in the Host Country a card, bearing the cardholder s photograph, which certifies their privileges and immunities, and will inform the Protocol and Liaison Unit accordingly. If residing in the United Arab Emirates, the Permanent Representative will coordinate the location of his/her housing with the Host Affairs Section. 7. End of tenure of the Permanent Representative a. Before the end of tenure of the Permanent Representative, the Permanent Representative or the Member s Ministry of Foreign Affairs should inform the Director-General and the Host Affairs Section in writing of the Permanent Representative s end of tenure and the name of the diplomatic staff who will act as chargé d affaires ad interim pending the appointment and accreditation of the new Permanent Representative. b. All documents including identity cards, and license plates, issued to the Permanent Representative or Immediate Dependents, if applicable, by the Host Country should be returned to the Host Affairs Section by the Permanent Representative upon the Permanent Representative s end of tenure. 8. Dual accreditation A Member may appoint as its Permanent Representative its Ambassador or any member of its diplomatic staff already accredited to the Host Country. 9. The head of a Permanent Mission is designated by the Government of the Member concerned. For Members having established a Permanent Mission to IRENA, the Permanent Representative is the head of the Permanent Mission. 6
10. The Permanent Representative may, in certain cases, reside outside the Host Country. Upon request, the Host Affairs Section will provide a Member with the necessary details pertaining to visa, registration and other procedures for the Permanent Representative appointed by the Member and residing outside the Host Country. VI. The Permanent Mission Staff 1. Appointment of Permanent Mission Staff and Arrival a. Each Permanent Mission will inform the Protocol and Liaison Unit of the appointment of new Permanent Mission Staff. The Permanent Mission will also communicate this information to the Host Affairs Section. b. A request that a visa (or visas) be issued for Permanent Mission Staff and their Immediate Dependents will be made, if applicable, to the Host Country s Embassy or Consulate in the country appointing the Permanent Mission Staff or in another country designated by the Host Country. The Host Affairs Section will provide the necessary details to Permanent Missions upon request. c. In conjunction with the applicable registration procedures specified below, Permanent Mission Staff and their Immediate Dependents, if applicable, shall apply for Host Country driver s licenses through the procedure identified by the Host Affairs Section. Driver s licenses or other driving documentation issued by the national authorities of the Member or any other country will not be accepted for driving in the Host Country. The Host Affairs Section will provide the necessary details to Permanent Missions upon request. 2. For Permanent Mission Staff married to each other, each spouse shall register individually as specified below. 3. Permanent Mission Staff and their Immediate Dependents shall be entitled to the same privileges and immunities as the Host Country accords to the members and Immediate Dependents of comparable rank of diplomatic missions in the Host Country. 4. For Permanent Mission Staff with diplomatic status, and for administrative and technical Permanent Mission Staff, the following registration procedure shall apply: a. A letter shall be addressed to the Chief of Protocol, signed by the Permanent Representative or chargé d affaires ad interim including name, diplomatic rank, functional title, date of appointment and curriculum vitae (CV). b. A completed registration form signed by the head of Mission for the Permanent Mission Staff and the Immediate Dependents, as applicable, with the enclosures specified on the form(s) shall be provided to the Host Affairs Section. The Permanent Mission s official seal should be affixed to the form(s). 7
c. The Host Country will issue to the Permanent Mission Staff and his/her Immediate Dependents a card, bearing the cardholder s photograph, which certifies their privileges and immunities, and will inform the Protocol and Liaison Unit accordingly. 5. For locally-hired Permanent Mission Staff, the Permanent Mission will be responsible for applying to the relevant Host Country authorities for a residence visa and for notifying the Host Affairs Section. 6. Work Permits for Immediate Dependents Immediate Dependents of Permanent Mission Staff shall seek approval of the Host Affairs Section before beginning work in the Host Country, which is subject to applicable laws and regulations. The Host Affairs Section will provide the necessary details to Permanent Missions upon request. 7. End of tenure of Permanent Mission Staff a. The Permanent Mission will notify the Protocol and Liaison Unit and the Host Affairs Section of the end of tenure of any Permanent Mission Staff. The Permanent Mission will send completed copies of the applicable form(s) to the Host Affairs Section. b. All documents including identity cards, and license plates, issued to the Permanent Mission Staff or Immediate Dependents, if applicable, by the Host Country should be returned to the Host Affairs Section by the Permanent Mission upon the Permanent Mission Staff s end of tenure. VII. Other Considerations 1. The Host Country will provide to Permanent Missions, Permanent Mission Staff and their Immediate Dependents the same facilities with respect to banking services as are accorded to other diplomatic missions and their representatives in the Host Country, in accordance with the relevant Host Country laws and regulations. If necessary, the Host Affairs Section will facilitate contacts to open bank accounts for Permanent Missions upon their request. 2. The use of flags or signs identifying the Permanent Mission s premises or its vehicles is subject to relevant regulations and coordination with the Host Affairs Section. The Host Affairs Section will provide the necessary details to Permanent Missions upon request. 3. Requests for special security arrangements should be made in writing by the Permanent Mission to the Host Affairs Section. The Host Country will provide security subject to an assessment and consistent with security provisions for diplomatic missions to the Host Country. 8
4. Satellite connection and other telecommunications connections and equipment is permitted for Permanent Missions as necessary for the exercise of their official functions and activities, with the Host Country s prior written consent, as granted to diplomatic missions to the Host Country. The Host Affairs Section will provide the necessary details to Permanent Missions upon request. VIII. Official Visits to the Host Country Pertaining to IRENA-related Matters Visit visas for official delegations visiting the Host Country will be issued through the Host Country s Embassy or Consulate in the country sending the official delegation or another country designated by the Host Country. 9