Job Title: Protocol Officer
Employer: Oil and Gas Company
Recruiter: Hamilton Lloyd and Associates
Department/Unit: Administration department
Location: Lagos and Abuja
Reports to: Head-Administration department.
Direct reports from: Front desk officer, Drivers and Mail dispatch officer
Internal relationships: All employees
External relationships: Contractors, Government agencies, Embassies and Airlines.
Role Summary: This role is responsible for interfacing with external bodies including embassies, travel agents, Airlines etc for administration/ liaison purposes.
Responsibilities:
• Provides oversight of activities at the front desk.
• Acts as a liaison between the organisation and embassies, airlines and travel agents to process travel documents and purchase airline tickets for all official trips within and outside the country
• Maintains relevant internal information lists (staff contacts details, quick dial numbers, etc.)
• Oversees activities of the organisation's pool cars and drivers, responding promptly to cases of delinquency, accidents and other emergencies and escalating issues where necessary to management.
• Responsible for event planning, briefing formalities and procedures.
• Liaises with insurance companies and regulatory bodies to ensure prompt renewal of licenses and insurance for vehicles.
• Liaises with the procurement officer for prompt purchase of fuel for the organisation's pool cars.
• Liaises with vendors/external maintenance workers to negotiate cost effective rates for vehicle maintenance.
• Makes arrangements for hotel accommodation for staff and visitors
• Liaises with Branding and Communications department for the organisation of office events e.g. Annual General Meetings.
• Other administrative jobs as may be assigned
Key Skills and competencies:
• Contract and service level agreement management.
• Good analytic decision making and problem solving.
• Effective communication skills.
• Good knowledge in international affairs and behavioral etiquette.
• Proficiency in the use of MS Office suite. (Word and Excel)
• Interpersonal and people management skills.
• Good time management and organisational skills.
• Excellent record keeping abilities.
• Ability to interact with employees at all levels
• Ability to get a job done under pressure and within tight timelines
• Negotiation skills.
• Excellent customer service skills
Key Performance Metrics:
Performance Area;
• Staff Management
Performance Indicators;
• Client satisfaction at the front desk
• Timeliness of responding to Visitors
• Orderliness of the Front desk.
Performance Area;
• Document preparation
Performance Indicator;
• Process turnaround time
• Frequency of issues arising from travel documents/ proceedings.
• Timeliness in booking of flights and confirmation of travel itinerary to staff.
Candidates Requirements:
Education: – Bachelor's Degree in any social science course. – Relevant professional qualification e.g Certified Protocol Professional is an added advantage
Experience: 5 years relevant working on the job and in relevant administrative role.
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