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Job Description
Job Purpose
The Protocol Specialist is responsible for overseeing the planning, coordination, and execution of official events, ceremonies, and VIP engagements. This position demands a high level of expertise in protocol and diplomacy, exceptional organizational skills, and the ability to manage interactions with high-profile individuals and stakeholders. The Protocol Team will also ensure that all events and formal interactions adhere to established protocols and enhance the company’s image and effectiveness.
3. Position Accountability Description
Protocol Guidelines and Event Management
1. Develop and implement comprehensive protocol guidelines and procedures to ensure that all interactions and events adhere to established standards, maintaining the highest level of professionalism.
2. Coordinate the organization of official visits, ceremonies, and events involving the CEO and other high-ranking executives, ensuring all protocol requirements are meticulously planned and executed.
3. Guide the preparation and management of guest lists, invitations, and seating arrangements for official functions, ensuring accuracy and compliance with protocol standards to create a seamless experience.
4. Facilitate the logistics for VIP guests, including detailed travel arrangements, accommodation, and transportation, ensuring a seamless and professional experience for all attendees.
5. Administer the setup and arrangement of meeting venues to reflect proper protocol and etiquette, ensuring that all necessary equipment and materials are in place and functioning correctly.
6. Ensure the CEO and executive team are thoroughly briefed on protocol requirements and procedures for meetings and events, providing guidance and support as needed to ensure compliance.
7. Coordinate with security teams to ensure the safety and security of VIP guests and high-ranking officials during their visit, addressing any security concerns proactively.
8. Support the planning and execution of state visits, international conferences, and high-profile meetings, ensuring that all protocol aspects are thoroughly covered and executed.
9. Implement and enforce protocol guidelines for dignitaries, officials, and other high-profile guests.
10. Prepare and review briefing materials, itineraries, and agendas for high-level meetings and visits.
11. Ensure proper representation of the company during formal events and ceremonies.
12. Coordinate with vendors, service providers, and venue managers to ensure all requirements are met. Oversee the setup, decoration, and technical arrangements for events.
13. Create and manage event schedules and itineraries, ensuring all activities are conducted smoothly and on time.
14. Implement and enforce national and international protocol standards for dignitaries, officials, and guests. Prepare detailed protocol briefs and ensure compliance during events.
15. Address and resolve any protocol-related issues or discrepancies that may arise during events.
16. Manage on-site operations to ensure all event elements are executed flawlessly and address any issues promptly.
17. Liaise with internal and external stakeholders to gather requirements, confirm details, and ensure alignment with event objectives.
18. Facilitate effective communication between various departments and external partners involved in the event planning process.
19. Coordinate with government officials, diplomatic representatives, and other dignitaries to ensure proper protocol is observed.
20. Address and resolve protocol-related issues and challenges during events, demonstrating flexibility and problem-solving abilities to maintain the integrity and success of the event.
21. Implement and oversee national and international protocol standards and guidelines, ensuring that all interactions and ceremonies conform to the highest levels of formality and respect.
22. Act as the primary point of contact for VIPs, dignitaries, and other high-profile guests, ensuring their needs and preferences are met with exceptional service and attention to detail.
23. Coordinate all aspects of guest visits, including accommodation, transportation, security, and special requests.
24. Build and maintain strong relationships with key stakeholders and high-profile individuals to facilitate smooth interactions and foster positive experiences
25. Tailor services and arrangements to meet the specific preferences and requirements of VIPs, ensuring a high level of satisfaction and positive interaction.
26. Handle sensitive and confidential information with discretion and professionalism.
27. Collect and analyse feedback from VIPs and guests to assess the effectiveness of events and identify areas for improvement.
28. Implement recommendations and improvements based on feedback to enhance future events and interactions.
29. Collect and analyse feedback from guests and stakeholders to assess the effectiveness of events and identify areas for improvement.
Communication and Liaison:
30. Work closely with internal teams, including marketing, operations, and security, to coordinate event details and ensure all departments are informed and aligned.
31. Prepare and distribute internal communications related to event updates, schedules, and responsibilities.
32. Serve as the primary liaison between the company and external organizations, including government agencies, airlines, and international bodies.
33. Facilitate communication and coordination with external partners to ensure smooth event operations and adherence to protocol.
34. Prepare comprehensive reports on event outcomes, including financial summaries, participant feedback, and areas for improvement.
35. Document lessons learned and best practices to enhance future event planning and execution.
Compliance and Standards:
36. Ensure all events comply with local, national, and international regulations, including health, safety, and security standards.
37. Monitor changes in regulations and adjust practices as needed to maintain compliance.
38. Implement quality assurance processes to ensure that all events meet the highest standards of professionalism and protocol.
39. Conduct post-event evaluations to identify strengths, weaknesses, and opportunities for improvement.
Protocol Administration and Training
40. Supervise the handling of official correspondence, ensuring that all communications adhere to protocol guidelines and are appropriately managed and documented.
41. Instruct staff on diplomatic and business etiquette, cross-cultural communication, and protocol rules to ensure compliance with national and foreign customs, enhancing their effectiveness in representing the organization.
42. Evaluate the effectiveness of protocol procedures, making recommendations for improvements to enhance the quality, efficiency, and impact of the department's work.
43. Oversee the management of official gifts, ensuring they are appropriately selected, documented, and presented in accordance with protocol guidelines, maintaining cultural sensitivity and appropriateness.
44. Train staff members on the importance of protocol and etiquette in maintaining the organization's professional image and relationships, ensuring they are equipped to handle protocol tasks effectively.
45. Review and endorse protocol-related documents and materials to ensure they meet the required standards and are ready for distribution, maintaining high-quality outputs.
46. Facilitate effective communication between the CEO Office and external entities regarding protocol matters, ensuring clear, timely, and effective exchanges of information.
47. Coordinate with other departments to ensure that protocol requirements are integrated into their planning and execution of events and activities, promoting a unified approach.
48. Guide the development of contingency plans for protocol arrangements, ensuring readiness for any unexpected changes or emergencies that may arise.
49. Oversee the archiving and documentation of protocol events and related materials for future reference and historical records, ensuring thorough and accurate record-keeping.
50. Develop and maintain training materials and resources to support ongoing staff development.
Innovation and Continuous Improvement
51. Continuously benchmark protocol practices against industry standards, adopting improvements to enhance efficiency and maintain DACO's competitive edge.
52. Implement and monitor process improvements by analysing current practices, identifying inefficiencies, and applying best practices to enhance productivity and effectiveness.
53. Explore and adopt new technologies and tools that can improve protocol management, keeping the team at the forefront of innovation and efficiency.
54. Foster a high-performance culture by striving for excellence and encouraging peers, contributing to the overall success and continuous improvement of the team.
55. Conduct post-event evaluations to assess performance, identify areas for improvement, and implement changes to enhance future events.
Skills
· Core Competency
1. Focusing on Customers
2. Collaboration & Teamwork
3. Accountability & Proactivity
4. Delivering Results
* Leadership Competency
1. Leading with Impact
2. Developing People
3. Driving & Leading Change
4. Forming & Sustaining Partnerships
5. Creativity & Innovation
Education
protocol management , Business Administration or equivalent
