Training on Protocol & Etiquette

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International Relations

17 August 2010
Chairperson: Mr T Nxesi (ANC)
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Meeting Summary

The Department of International Relations and Cooperation held a training workshop on Protocol and etiquette around diplomacy and personal conduct. The presentation briefly touched on the history of diplomacy, the difference between the ambassador and high commissioner, functions and the appointment of an ambassador. There was mention of national symbols and their role in nation building. Protocol revolved around appropriate behaviour during official interaction, Members then heard an explanation on etiquette during official functions such as a state banquette.

Meeting report

The Chairperson highlighted the importance of knowing protocol, because the Committee would be hosting lots of foreign delegates and visiting other countries.

Introduction to protocol
Ms Sasje Fourie, Deputy Director: Protocol Training, Department of International Relations and Cooperation, explained that the generic definition of protocol was unwritten rules, which guided how an activity should be performed, especially in the field of diplomacy. Diplomacy was defined as an application and tact to conduct efficient relations between governments of independent states. Duc De Broglie defined diplomacy as the best means devised by civilisation for preventing international relations from being governed by force alone. South African diplomacy was aligned to peaceful resolution of differences between states, and it was totally against the use of force as shown by the national coat of arms.

History of Diplomacy
Ms Fourie indicated that historically diplomacy was practiced by the Egyptians and Greeks in ancient times. In Southern Africa artifacts had been found at the Mapungubwe site that showed that gifts were used to smooth relations between heads of states. King Shaka of the Zulu kingdom encouraged the use of protocol when common folk interacted with royalty. The Congress of Vienna in 1815 established formal diplomatic rules and use of ambassadors after World War l, then ambassadors became the norm. As late as the 1400 European states were already exchanging ambassadors, by the year 1500 permanent missions became the standard. Diplomatic rights and immunities were formalised by 1800 in Europe. The Vienna Convention was still regarded as the bible of diplomacy. South Africa had 164 diplomatic relations with other countries, and 124 missions abroad. In other regions like West Africa, neighbouring countries were served by one mission. South Africa was comparable to Washington and London when it came to the number of international missions.


Difference between Commissioner and Ambassador
Ms Fourie highlighted that commonwealth countries referred to heads of missions as High Commissioners and the rest of the world simply referred to them as Ambassadors. Diplomats were nothing more than messengers, in ancient times messengers used to travel through hostile territories. If the recipient king of the message was not happy with the contents, he would behead the messenger and send the head where that messenger came from. The expression “don’t kill the messenger” came from that era. A diplomat could also represent an organisation such as the United Nations agency. An envoy could be any person that was awarded special powers by the President or the secretary of the United Nations to represent him on a mission.

Functions of a Diplomat
Ms Fourie said that South African diplomats were required to implement foreign policy and represent the President and the people of South Africa. The second function was to advance South African interests and values through Bilateral and Multilateral relations. Diplomats also managed the embassy and they were audited on a yearly basis. They were also required to promote trade relations and investments, tourism and provide consular services like providing visas. Diplomats sometimes helped South Africans stranded in foreign countries, who had lost their luggage, money and tickets. The embassy would then assist the distressed nationals and enlisted the help of their families. Other South African nationals who were arrested in foreign jails usually had the embassy as the only means of support. Diplomats also defended and managed government policy and aligned it with domestic policy. She said that South African policy was informed by a better life for all with the following priorities health, education, housing and employment. 

Appointment of Ambassadors
All ambassadors were appointed by the President, both professional and political diplomats were trained thoroughly before they took appointments. South Africa was the only country in the world that appointed members of the opposition parties to represent the country abroad Dr Tony Leon and Professor Ben Ngubane were examples of this. An agreement has to be obtained before an ambassador was sent to that particular country. The South African representative had to present his/her credentials before they were accepted in a foreign country. The credentials would be presented to the diplomat before he left for the posting. In South Africa foreign diplomats were ranked according to the time they had spent in the country. The longest serving was the Libyian Dr A A Alzubedi, and all other diplomatic missions in SA ranked below him irrespective of the country they came from.

Protocol

Protocol was defined as the regulatory function of diplomacy, or the glue that kept the international relations smooth. Etiquette was the correct behaviour that an individual had to project in a certain environment. South Africa was not a homogenous country like Japan, it had African, Muslim, Jewish, Hindu and western cultures in one country. Ms Fourie said that protocol focused on logistical environment when two or more people interacted. A good example was that people of opposite sex were not permitted to exchange greetings with a handshake in Islamic countries like Iran. South Africans were expected to do the same when interacting with them. Protocol focused on political, social, cultural and religious sensitivities. All levels of government had to abide by the same protocol when interacting with foreign dignitaries. 

Basic aim and principle of protocol
The basic aim of protocol was to establish order and common rules, and not to glorify the monarchy or some dignitary. In a typical setup the visiting dignitary had to sit or walk next to the left of the host when viewed by the spectator. If there were more than two dignitaries sitting or standing, then the host would sit in the middle and the most important or senior person would sit on the left hand side of the spectator and rest on the right hand side according to seniority. In a case where there were thirty dignitaries like during Presidential Inauguration ceremony. South Africa would assume the position of the first seat. The most senior member of the Cabinet would become the acting President when the president was abroad. The recent example was the Minister of Justice, Jeff Radebe became the Acting President

National Symbols
The Nationals orders were the highest awards that a country bestowed to its citizens through its President. Some of the symbols were the National Flag and Coat of Arms
The Order of Mapungubwe was awarded for achievement
The Order of Boabab was awarded for distinguished service in business, science, medicine and technological innovation.
The Order of the Companions of O R Tambo was awarded for promoting peace and co-operation to heads of states or dignitaries.
The Order of Luthuli was awarded for meaningful contribution to the struggle.
The Order of Ikhamanga was awarded for excellence in arts, culture, literature, music, journalism and sport.
The Order of Mendi Decoration of Bravery was awarded to South African citizens who had performed extraordinary acts of bravery.  
The design of the National Flag was decided via a competition and the current design was selected amongst thousands of entries. Ms Fourie emphasised that the red part of the flag should always be on top. If the blue was on top then the flag, it would signal that the country was in distress. The symbolism of the six colours was unity and commitment to non-discrimination. A light should always shine on the flag when displayed outside at night time. The South African Flag should always be the first one on the left of the spectator when it was flying. The national flag represented all the colours of the political parties.
The National Anthem had been shortened to 4 verses and was used for State funerals and banquets.


Official Photographs
Ms Fourie explained that when there were two principals, both photographs had to be displayed at a level position and the most senior principal would be on the left of the spectator.


Table of Precedence
The table of preference referred to the arrangement of office bearers according to the order of seniority. The main principals would sit in the centre of the table across each other. In the case of two heads of states, the wife of the visiting head of state would sit to the left hosting principal. The host was not supposed to put bitter enemies on the same table because they might decide to get up and leave. Protocol was the art of using common rules for different cultures.  


Attire
In all formal occasions men were required to wear dark suits and a crispy white shirt. Women were expected to wear long sleeve jackets and a knee length dress or skirt. On official invites the respondents were required to reply to all RSVP’s and not to bring any partner when not asked to do so. Traditional attire was acceptable in a formal situation.


Diplomatic Immunities
The host country could not interfere with the diplomatic immunities of foreign diplomats. The immunities were divided into civil, criminal and political categories. If the sending country was not happy with certain conduct from the host country, then they could temporarily withdraw their representative.


Visits
A Head of State, Deputy President or Cabinet Minister could go on official visits. All foreign heads of states were treated the same way no matter how small, wealthy or big.


Gifts
Ms Fourie cautioned that the different cultural sensitivities had to be noted. The Muslims believed that only God created, therefore a hosting country could not give statues as gifts.


The meeting was adjourned

 

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