*PROTOCOL

OBJECTIVESTO ENABLE PARTICIPANTS TO UNDERSTAND THE TENENTS OF OFFICIAL AND DIPLOMATIC PROTOCOL AND TO APPRECIATE STRAINS OF FOREIGN PRACTICES AND CUSTOMS WHICH ARE ACCEPTED INTERNATIONALLY AS GOOD BEHAVIOR

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WHAT IS PROTOCOL?

Protocol is defined as the observance of official formality and etiquette channels of communication between governments as to the agreed method of doing business.

*2. OFFICIAL PROTOCOLOfficial protocol is carried on at two levels; state protocol and diplomatic protocol.2.1 State ProtocolState protocol centers around the President as Head of State and government, the Prime Minister, other ministers and state officials. It is concerned with visits of foreign Heads of State and of governments to Namibia; presidential visits (national and international), State and official dinners and banquets, official receptions and entertaining at State House, etc.

*OFFICIAL PROTOCOL, CONT.2.2 Diplomatic ProtocolThe Chief of State Protocol is responsible for presenting Heads of Diplomatic Missions to the President at the formal ceremony of presentation of credentials.He presents Namibian Heads of Missions Designate to the President at the official Commissioning ceremony,Responsible for all appointments of Heads of Missions, Heads of International Organizations and other foreign dignitaries to call on President, and is in attendance.

*2.3 Operational ProceduresInstructions to the Chief of Protocol shall issue from the Permanent Secretary of the President as regards activities including the PresidentThe Secretary to Cabinet as regards activities directed by the CabinetThe Secretary to the Prime Minister as regards activities including the Prime MinisterThe Permanent Secretary of Foreign Affairs as regards diplomatic protocol

*2.4 FUNCTIONS OF THE PROTOCOL DEPARTMENT OF THE MINISTRY OF FOREIGN AFFAIRSFacilitates the conduct of relations between the Government and the diplomatic and consular missions located and accredited to Namibia Ensures that members of the diplomatic and consular corps understand and comply with local laws and regulations;

*FUNCTIONS CONT.Administers the extension to the diplomatic and consular corps of appropriate privileges and immunities;Advises Government, state House, Government Departments and the diplomatic corps on matters relating to protocol, ceremony, privilege and immunities

*FUNCTIONS, ContAdministers the formalities associated with the appointment of heads of diplomatic missions and consular posts to and from Namibia;Develops and implements protocol policies and procedures in line with the Governments policies and with international practice;Advises Namibian overseas missions on matters related to Namibian protocol and diplomatic privileges, immunity and protection;

*FUNCTIONS, contEnsures Namibian overseas posts display the same standards of conduct as is expected of foreign missions in Namibia;Coordinates the practical arrangements for conferences held in Namibia when required, and advises the Ministry of its conference commitments.

*3. PROTOCOL AT GOVERNMENT LEVEL3.1 Functions of the President as Head of State:The President is the Head of State, the Head of Government and Commander in - Chief of the Armed Forces. His functions include:ConstitutionalLegislationLaw and Order; security in the countryDiplomatic and International Relations

*4.FUNCTIONS OF THE PRESIDENT4.1 Functions of the President as Head of StateThe President is the Head of State, the Head of Government and Commander in - Chief of the Armed Forces. His functions include:ConstitutionalLegislationLaw and Order; security in the countryDiplomatic and International Relations

*FUNCTIONS OF THE PRESIDENT, Cont..Administrative functions (appoints the Prime Minister, appoints all ministers, Justice President, Ombudsman, Director Generals, Auditor General, Prosecutor General, Chiefs of the Armed Forces, Ambassadors)NOTE: The President of the Republic of Namibia is immune from criminal prosecution in any court of law.

*4.2 Functions of the First Lady

She is the consort, i.e. companion, for the President and is always by his sideShe accompanies the President to all functionsShe attends all diplomatic credentials, i.e. attends commissioning of Ambassadors/High Commissioners, she is present when Heads of Foreign Missions present their credentialsShe is the patron of the society and the patron of functions when invitedIf she is to deliver a speech, the text is provided by the hostNOTE: The First Lady is always the guest of honor when invited to a function alone.

*5. MEETING THE PRESIDENT AND THE FIRST LADY OFFICIALLY5.1 Request for an appointment with the President

No request is directly addressed to the President and any request from members of the public, businesses, NGOs, etc. must be directed to:

The Secretary to the President: Presidential Affairs State House Private Bag 13339 Windhoek

*6. NATIONAL ORDER OF PRECEDENCE

Order of Precedence is the order in which seniority is accorded to the dignitaries of state at every official function, either established by the government of the day, or follows custom and practice hallowed by time. It is never taken lightly and strictly adhered to. The order of precedence is observed at/when:

*NATIONAL ORDER OF PRECEDENCE, ContSeating arrangements for all official, public and private functions at which any dignitary or special guest is present;Presenting dignitaries to President or to visiting dignitaries on formal occasions;Arranging arrival and departure times for dignitaries at functions. Most senior dignitary last to arrive and first to leave;

*ORDER OF PRECEDENCE, ContServing meals at formal receptions (lunches, dinners, and buffet meals): the most senior dignitary serve him/herself before others. (Such a person is usually the guest of honor of the host and therefore always served first).

NOTE: The President and the First Lady are accorded the highest precedence in the country at all functions.

*6.1 THE ORDER:

1.1The President, Head of State and of the Government, and the Commander-in-Chief of the Defense Force.1.2The Prime Minister and Leader of Government Business in Parliament.1.3The Speaker of the National Assembly.1.4The Chairperson of the National Council.1.5The Chief Justice, etc

* 7. Request for an appointment with the President

No request is directly addressed to the President and any request from members of the public, businesses, NGOs, etc. must be directed to:

The Secretary to the President: Presidential Affairs State House Private Bag 13339 Windhoek

*Cont.. NO request is addressed directly to the President, except between President and President:Request should contain the following:Purpose why the meeting is soughtAims and objectives of the organization, if anyCV of the visitorTotal members who will be accompanying the guestAny other relevant informationA reply from the President to the applicant will be issued through the Secretary to the PresidentWhen greeting either the President or the First Lady, men BOW and women COURTSEY.

*7.2 GIFTS:

For security reasons, gifts should not be taken to the President unless cleared with an aide or sent to State House with prior permission from his/her secretary or aide. THERE SHOULD BE NO IMPROMPTU GIFTS, EITHER DURING A PUBLIC SHOW OR A VISIT TO A PLACE OF INTEREST

*8.0 GENERAL GUIDELINES FOR INTRODUCTION

Never greet the President first by hand, wait till he offers his hand first in greetingYounger people are introduced to older people first, not vice versaMen are introduced first and then the women, except when the woman for instance is an ambassador or if she is invited for her position, she comes firstAn unmarried woman (despite her age) is introduced to a married man first

*Introduction, ContA junior executive is introduced to a senior executiveStaff is introduced to a guest, customer or clientAn equal in one organization is introduced to an equal in another organization

*Introduction, ContThe most important persons name is mentioned first, i.e. Mr. President or Your excellency, may I have the honour to introduce to you Mr/Mrs (Iitembu/Ndaitwa) of. from Windhoek/Walvis BayA man stands up when a lady enters the room or when introduced to a lady (gender equality does not play any role, this is just good manners)The woman offers her hand first in greeting

*Introduction, ContCheck time on the invitation card arrive within fifteen minutes of the stated timeRather stay away than turning up late. Extend your excuse as soon as possible after the reception.Turning up late is a sign of disrespect to the invitation of the host

*Introduction. ContDo not take uninvited guests with youHave your invitation card at hand to confirm your invitation at the security checkpointDress as indicated on the invitation cardIntroduce yourself to the Master of Ceremonies who normally receives the guests

*8.1 INVITATION FROM STATE HOUSEIf the President and First Lady receive guests Men bow and women curtsey. A lady may prefer to bow rather curtsey. It is permissible. The official precedes the spouse in being introduced to the President and the First Lady. (There is a practical reason for this. Generally it is the official who is most readily recognized by the President or host)

*Invitation from State House, Cont..All stand when the President and First Lady enter the Reception hall and remain standing until President and First Lady are seated or signal to guests to take a seat

*Invitation from State House,ContAll etiquette and table manners are observed during the function. Keep a close eye on the Head of the table and follow as the guests of honour are doingAll stand for the toast

*Invitation from State House, etcAll stop eating when the President presents his speechAll stand when the President, the First Lady and the guests of honor from the Head table are leaving The President and First Lady are the last to arrive at the function and the first to leave the function

*8.2 ACCEPTING THE INVITATION

The invitation must be answered within 48 hoursUse fax, telephone or answering card to confirmInvitations by the President are always accepted. You can write a letter to the Secretary afterwards explaining why you declined the invitation.

*8.3 THE INVITATION CARD AND ITS FORMATS

The invitation must indicate:Name of host and /hostessThe guest or guestsThe type of function: Breakfast, brunch, lunch, cocktail, dinner: buffet or sit down (set menu)The day, date, time (in that order)

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8.4 FORMAT OF INVITATION CARDS: IMPORTANT GUIDELINES

The name of the guest is written by hand and not typed (use black pen)Always be specific about dress; always use black tie, dress suit for formal functionsAlways use smart casual or casual for informal functionsWomans dress should be in accordance with that of man, i.e. a black tie requires an evening dress (long or short)

*8.5 TYPES OF DRESS

8.5.1 INFORMAL DRESS: The word may be misleading. In Europe, informal dress for men may refer to a lounge suit i.e. coat, trousers, shirt and jacket. In some countries this may be formal dress. Informal may also refer to casual dress. In Namibia it refers to a lounge (ordinary day suit /office dress) for all functions and refers to a dark suit in winter (trousers and jacket do not need to match)

*Dress, contIt could also be trousers without matching jacket and without tie.Ladies may choose dresses that suit their own age and their figure i.e. height and weight. Preference may be given to wearing National dress, if there is one. If not, European dress is worn.

*Dress, Cont8.5.2 FORMAL DRESS:Formal dress in some countries may consist of morning dress worn for state opening of parliament, weddings, white tie for formal evening banquets etc. In Namibia there is no such requirement. Dark lounge suit is formal for such purposes

*DRESS, Cont..EVENING DRESS: Black tie (dinner jacket): dark suit or black jacket and matching trousers with normally one row of black braid (garland/lacing) down the outside legBlack tie is also a ceremonial dress with a coloured braid down the outside legThe shirt is normally white with a black velvet bow tie

*Dress, ContWhite tie: Dark suit with a white black velvet bow tieFormal wear in Namibia is indicated on the invitation card as Black tie.

*9. HINTS FOR MEN

Before wearing a suit or jacket, remove all external labels. Open Jacket pocketsWear belt with trousers and must be leather to leather (black shoes, black belt)The point of the tie must touch the belt buckleLounge shirt worn should be worn with tie, not just buttoned up

*10. PLAYING HOST AT FUNCTIONS

As host you must know the order of precedence, i.e. who is whoThe host must select his /her guests of honorThe President can take a seat in the middle or head of the table with the First Lady at the oppositeAt a gala reception (state banquet) the head table is facing the other tables and the hostess take place to the right of the hostThe most senior male guest takes the seat to the right of the hostess (the head table should be served at the same time)

*PLAYING HOST. ContFood is served to each person on his left while dirty/used dishes are removed from the right, no plates are removed until everyone has finished his round (course)If the host and hostess took seats in the middle of the table to face each other, the most senior woman takes the and most senior male takes right of the hostessThe woman to the right of the host is served first, the host second and the rest follow clockwise

*PLAYING HOST. ContIt is correct to start eating as soon as you are served (you do not have to wait for the rest to follow). The next course will only be served if everybody has finished the first courseDuring sit down function (set menus) it is wise to have more servants to serve quickerDuring buffet functions guests can take a seat and start eating as soon as they have served themselvesStop talking while your host is enjoying his food

*11. CONVERSATION

Good conversation is an art. It is not only about words. It is about the way you talk to others, your voice, your body language, the way you look at someone (eye contact), facial expression, your choice of words and politeness

*CONVERSATION, Cont.Look at the person you are talking to. If you are many dont just look at one person. Look people in the eyes and avoid focusing on their nose or forehead as it gives the impression you are trying to hide something. Know also that in some cultures it is considered unmannerly for a younger person to look at his/her superior in the eyes

*CONVERSATION, Cont.Do not pass between two people talkingDo not wave your arms around. Do not point fingers at someone. Never give your back to someone you are talking toNever judge people without knowing why they do things that seem strange to youDo not whisper to someone in the group; it is bad manners

*CONVERSATION, Cont.Do not pass between two people talkingDo not wave your arms around. Do not point fingers at someone. Never give your back to someone you are talking toNever judge people without knowing why they do things that seem strange to youDo not whisper to someone in the group; it is bad manners

*CONVERSATION, Cont.Do not hog the conversation; give others chance to air their viewsAvoid talking shop or about a specialized topic that involves using jargon that most people do not understand or do not have interest in

*CONVERSATION, Cont.Confidential issues should never be discussed at social partiesGossip is taboo. Discuss events rather than individuals.Do not raise issues that might cause dissention, e.g. politics or religionOff color or dirty jokes should not form part of the conversation

*CONVERSATION, Cont.Do not bore people with your personal problems, family, diets, etc.Be a good listener rather than being a good talkerDo not boast or lie about your achievements

*CONVERSATION, Cont.Use language familiar to everyoneDo not get angry or quarrelIt is rude and dubious to ask professional people, e.g. Doctors, lawyers, auditors for professional advice at social functions, thereby trying to obtain free consultation. Make an appointment to visit them at their offices

*11.TYPES OF FUNCTIONS

BREAKFASTContinental Breakfast (Bread, jam, etc)English breakfast (Bacon and eggs) BRUNCH (pap) - Combination of breakfast and lunch LUNCHBuffet (self- service)Set menu (pre arranged menu)A la carte (own selection

*TYPES OF FUNCTIONSCOCKTAILStanding mealCold and hotDINNERBuffetSet menuA la carte

*12. PUNCTUALITY AND TIME SCHEDULES

Guests should arrive not 15 minutes later than the initial time on the invitation cardGuests should assemble in a reception hall and have an aperitif, i.e. juice and sherryThe host/hostess will indicate to guests to enter the dining hall so the function can startIn the case of the President, the Master of Ceremonies will inform guests to enter the dining hall well in advance (not later than 15 minutes before the arrival time of the President)

*The Presidents speech normally follows the official welcoming by the Master of Ceremonies, after which he normally presents a toastThe Presidents speech is normally aimed at recent events/highlights in the media but could also touch on issues like poverty, HIIV/AIDS, crime, abuse of women and children, alcohol abuse, etc

*After the Presidents speech the Master of Ceremonies will indicate the start of dinnerAll will be served according to the type of reception and menu

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*13. SERVING PRINCIPLES

Specific waiters/servants are allocated specific tables, i.e. there are waiters to serve drinks and waiters only serving mealsFor state banquets a set menu is appreciated and displayed on the tables. All will eat the same food

*All guests should stand when the President is entering the dining hallThe President and the First Ladys arrival is signified by the playing of the National AnthemThe Master of Ceremonies takes charge of the function after all are seatedThe Master of Ceremonies follows a pre arranged program, normally starting to welcome all guests, i.e. On behalf of His Excellency, The President, the First Lady, guest of honor/Distinguished guests, ladies and gentlemen

*Protocol officers will know the table plans and guide guests to their sets in case of a gal function the state banquetAll guests should be seated by the time the President arrives. (No late comers should be allowed and are an insult to the dignity of the President)The correct procedure is to close the doors of the dining hall after the President has arrived

* SERVING PRINCIPLESSpecific waiters/servants are allocated specific tables, i.e. there are waiters to serve drinks and waiters only serving mealsFor state banquets a set menu is appreciated and displayed on the tables. All will eat the same food

*Set menus usually start with a cocktail, soup, starter, main course, dessert and lastly coffee or teaWhite/Red wines as well as juices are normally placed on the tables and regularly replaced by waiters

*Guests are served from the left and used dishes are removed fro the rightDuring a sit in reception waiters try to serve all guests at the same time. Delay is minimalIf the reception is in the form of a buffet, everybody serves himself or herself but which is time consuming

*Set menus can have a maximum variety of food, i.e. Either a cocktail or soupTwo types of meatTwo types of dessertBiscuits and cheeseCoffee or teaA la carte menus are not suitable at state functions because it is too time consuming

*Nobody leaves while the President is still present. A crisis should be the only reason for someone to leave the hallGuests should not demand for other drinks than that on the table or pressing to have a second plate of food

* DOs AND DONTs AT RECEPTIONSDo not get drunk: if must drink do it in moderation. If you cant control yourself, rather dont drink anything or stick to juicesDo not rush for food or drinks. Do not see how much you can consume because it is free of chargeDo not take any food away

*Dont engage in noisy conversationsDo not leave the function before the host, the PresidentYou are being observed and will have to account to State House the following dayDo not shout at stewards for service.

* CELLULAR PHONE ETIQUETTE

Avoid loud conversationsDo not discuss private or personal business in publicSwitch cellular phones off during meetingsUse the cellular phones with care, especially if the account is paid for Cellular phones are expensive and should not be left lying aroundSwitch off or put on silent ringing mode during a function or meeting

*Do not use your cellular phone while driving, it is distracting and can lead to accidents. It is also a traffic offenceDo not speak on the cellular phone while walking, it is a bad habit.

*Do not use your cellular phone while driving, it is distracting and can lead to accidents. It is also a traffic offenceDo not speak on the cellular phone while walking, it is a bad habit.

* SMOKING ETIQUETTENever smoke in the presence of the PresidentNever smoke in front of the public in an office Never speak with a cigarette dangling from your mouth.Never leave a burning cigarette in an ashtray.Use an ashtray for matches and cigarettes butts.Never smoke in a badly ventilated, confined area.

*Ask permission to smoke in a car or an office.Always respect a "No smoking" sign in an office or in publicAlways consider non-smokersDon't smoke before a speech or meeting has been concluded.Don't smoke at a table while people are eating.Don't smoke in a toilet or dressing room.Don't throw cigarette butts into a toilet or urine bowl.Don't walk and smoke and throw cigarette butts onto pavementsDon't throw cigarette butts through the window while driving.If the host is not smoking during a reception, nobody should then smoke.

*TELEPHONE ETIQUETTE INCOMING CALLS

Use a friendly tone of voice and answer the telephone immediatelyGreet, identify the organisation and ask if you can help.Address the person calling - try to keep to the official language and you will not be wrong.Ask the name of the caller and the nature of that call.Give the required information correctly or refer the caller immediately to the correct person (don't let the call jump from office to office.)

*General Rules

Do not eat or drink during a call.Avoid speaking to other people during a call.If someone is busy on the phone, don't interrupt, let he/she finish that call.Speak slowly and clearly.Never place the receiver down hard on the table.Never use strong language.Do' not let the caller hold on longer than a few seconds. Return to the caller at least every 15 seconds to let him / her know you have not forgotten them.Always

*FLAG ETIQUETTE THE CONSTITUTION AND THE FLAGThe National Flag is a symbol of the nation. It is the emblem of its unity, power, and its thought and purpose as a nation. In Namibia no other flag is placed above the National Flag which must be respected at all times.

*USE OF THE FLAGIn Namibia it is flown on all public buildings. Abroad the Namibia flag is flown on the Chancery and the Residence of the Head of Mission. The Flag is also flown on the official vehicle of the Head of Mission.

*HALF MAST On the direction of the government, the National flag is flown at half mast to signify national mourning. The number of days for which the flag must fly is indicated in the directive.When the National flag is being flown at half mast all other flags must be flown at half mast or not at all.

*USE OF THE FLAG

In Namibia it is flown on all public buildings. Abroad the Namibia flag is flown on the Chancery and the Residence of the Head of Mission. The Flag is also flown on the official vehicle of the Head of Mission.

* DIPLOMATS IN NAMIBIA AND THE FLYING OF THEIR NATIONAL FLAGSIn Namibia diplomats, in accordance with international law may fly their national flags on the chanceries, the residence of the Head of Mission and on their official cars. The flag is carried on a detachable staff placed on the top of the right mudguard

*PRECEDENCE OF FLAGS

The national flag has precedence: that it occupies the right of the other flags as observed while standing directly in front of a building and facing out to the flags. To an observer facing the building the National Flag should be to the observers left.

*The National flag thus occupies the right if there are two flags, or the centre position if there are three flags. All flags must fly at the same height

*PRESIDENTS FLAG AND THE NATIONAL FLAG

The National Flag is placed on the Presidents right and his personal flag on his left. WHENEVER THE president makes a public address, both flags are displayed in the same position as indicated above.

*The Presidents flag and the National flag are seldom flown on the Presidents car unless it is a very important ceremonious occasion. However when a foreign Head of State is present in the same car, the National Flag and the flag of the visitor are both flown: the Namibian flag on the left and the visitors flag on the right as viewed from the front of the vehicle.

*SWEARING IN CEREMONIES AND INVESTITURE

ARTICLE 30: OATH OF AFFIRMATION BY THE PRESIDENT The President makes the oath prescribed in Article 30 administered by the Chief Justice or a Judge designated by the Chief Justice for this purpose

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OATH OF AFFIRMATION BY THE PRIME MINISTER, MINISTERS AND DEPUTY MINISTERS

Before assuming office, a minister or Deputy Minister shall make and subscribe to an oath or solemn affirmation before the President or a person designated by the President for this purpose, in terms set out in schedule 2 of the Constitution. The oath of affirmation is administered by the Chief Justice. (Article 38)

*JUDGES

The making of the oath or affirmation by Judges in terms set out in schedule I of the Constitution shall take place before the President in State House. The oath in the case of the Chief Justice shall be administered by the President. In the case of other Judges the oath/affirmation shall be administered by the Chief Justice.

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CONSTITUTIONAL OFFICE HOLDERS

Though the Constitution does not prescribe that Constitutional office Holders shall make an oath or affirmation before assuming offices, Government has decided that such office holders shall make an oath or affirmation before the President at State House and shall be administered by the Chief Justice. The oath shall be the same as prescribed by the Constitution for a minister, i.e. ARTICLE 38 of the Constitution, similarly amended.

*INVESTITURE

When National Honours are instituted the Investiture Ceremony shall be held at State House and persons honored will be invested with their insignias by the President of the Republic.