Protocol Assistant

Job profile: 

This position provides critical support to the Head, Protocol Function in managing stakeholder relationships, coordinating high-level meetings & events, and ensuring smooth logistical arrangements for the OPEC Fund. The ideal candidate is a highly organized and detail-oriented individual with excellent communication and interpersonal skills.

Duties and Responsibilities:

Ensuring protocol arrangements for VIPs are provided in a standardized way

• All visiting VIPs and dignitaries are accorded appropriate protocol.
• Maintains the record of protocol requirements and order of precedence in the OPEC Fund.

Advising all departments on protocol issues

• Prepare and review congratulatory, appreciation, condolence, and welcome letters.
• Provide first-level protocol advice and respond to queries on protocol issues such as honorifics/titles, salutations, VIP ranking, seating arrangements, gift exchanges, and invitation letters.

Supports the Head, Protocol Function to ensure an efficient, responsive, and sustainable protocol for the OPEC Fund Development Forum

• Communicates protocol rules and provides advice on seating plans, standing layout, entitlement, and privileges.
• Assist protocol plan for high-level events in the Development Forum including opening ceremony, President’s Reception, Gala Dinner, Ministerial & Governors’ official sessions, and others.

Meeting & Event Facilities

• Assist in planning and executing high-level meetings and events, including developing agendas, securing venues, and managing registration processes.
• Create and maintain a comprehensive Master list of VIP attendees for all meetings and events, including travel arrangements and dietary restrictions.
• Assists in organizing the ceremonies for the signature of loan/grant agreements, in cooperation with other concerned parties.
• Assist and provide advice on protocol arrangements of high-level bilateral and multilateral meetings and events.
• Makes arrangements for the flags and seating needed for the meetings.

Administrative and Logistical Support 

• Develop detailed logistics plans outlining transportation schedules, room layouts, and contingency measures for all meetings and events.
• Serve as the protocol focal point to ensure a smooth flow of information and resources concerning official missions and visits to the OPEC Fund, as directed by the Head, Protocol Function.

Documentation

• Maintains the lists of ministers and high officials of the host country, ambassadors posted in the host country, members of the Ministerial Council, members and alternate members of the Governing Board, ministers and high officials of the OPEC Fund’s partner countries.

Performs other duties related to the role as required by the supervisor.

Qualifications and Experience:

• Bachelor’s Degree in political science, public administration, or a related field.
• A minimum of seven years relevant experience in protocol, public information, external relations, or a related area in a governmental or international organization.
• Position requires knowledge of accepted norms, rules, and customs of international diplomatic protocol and country-specific protocol.
• Experience in organizing events/meetings in an international setting is required.
• Experience in the specific area of protocol in a multilateral setting is desirable.

Competencies

• Ability to Work Under Pressure - The capacity to remain composed, focused and productive when facing tight deadlines, high-stakes situations and demanding workloads.
• Collaboration and Teamwork - The ability to effectively work with colleagues, stakeholders and partners to achieve shared goals.
• Communication - The ability to relay ideas, information and messages effectively and succinctly to a variety of audiences.
• Customer Centricity  - The ability to focus on comprehending and addressing customer needs; consistently deliver exceptional service and foster strong, lasting customer relationships.