Overview
The Staff Assistant, Conference and VTC Services role involves coordinating protocol-related VIP visits and conference room support services, including managing audiovisual equipment and providing administrative support.
Key Responsibilities
- Obtains list of conference attendees and seating arrangements.
- Prepares name cards/table cards and sets up conference table/conference rooms.
- Keeps track of security classification and measures taken to ensure compliance.
- Determines audio-visual needs and ensures availability of correct equipment.
- Monitors/adjusts sound system during meetings/conferences.
- Orders and provides refreshments for conferences and visits.
- Conference rooms reservations.
- VTC Operator Protocol Branch/Command Group.
- Provides coordination, support and maintenance of audiovisual equipments.
- Provides, as a voice, data and videocommunication specialist, installation and maintenance of all related equipments.
- Supports VTC and coordinates Conference Room booking.
- Provides routine admin support in the main Protocol Office.
- Supports Command Group Briefings.
- Provides administrative support to CG Level conferences.
- Undertakes work as part of a project team or working group.
Required Experience
- Higher Secondary education and completed higher vocational training in business administration, finance, economics or related field, law, public administration or related discipline leading to a formal technical or professional certification with 3 years function related experience, or Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation with 5 years post related experience.
- Proven experience in protocol and institutional ceremonial procedures and duties within governmental, private sector or international organizations.
- Proven experience organizing, setting up and managing meeting rooms for official meetings, ceremonies and high-level engagements, to include coordination of seating arrangements, protocol layouts, and event requirements, and coordination with distinguished visitors, delegations, and host nation stakeholders in support of protocol events, including ceremonies, conferences, HQ visits, and associated transportation arrangements.
- Experience and knowledge as VTC operator, determining audio-visual needs and ensuring availability, installation and maintenance of correct equipment for conference rooms.
Qualifications
- Higher Secondary education and completed higher vocational training in business administration, finance, economics or related field, law, public administration or related discipline leading to a formal technical or professional certification.
- Secondary education and completed advanced vocational training in that discipline leading to a professional qualification or professional accreditation.
