Job Opportunity for Protocol Officer

Hamilton Lloyd and Associates - Our client is an Oil and Gas company that specializes in providing petroleum products both in Nigerian and international marketplaces. They offer comprehensive services that span petroleum exploration and production through distribution of refined products to retail service stations. Their operations extend throughout Nigeria as well as neighboring countries.

As part of their re-structuring process, they have decided to hire a Protocol Officer.

Job Title: Protocol Officer
Job Location: Lagos and Abuja

Department/Unit: Administration department
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 Indicators
• 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.

APPLY HERE


Application Deadline: 2nd December, 2013