Protocol Officer

Reports to:  Head, Protocol Function

Job Profile:

The incumbent is tasked with the organization and provision of logistical support and assistance for the OPEC Fund’s high-level meetings and to visitors to the Fund by following established procedures in order to assist in maintaining relations between the OPEC Fund and its Member Countries. The successful applicant will also engage in communication on a high level that touches on the institution’s strategic, diplomatic and business aspects.

Duties and Responsibilities

Stakeholder management and engagement support

• Responsible for providing assistance in coordinating relations between the OPEC Fund and Member States, and for providing substantive technical and logistical support to the Ministerial Council and Governing Board meetings as well as other high-level OPEC Fund meetings and visitors. The incumbent will be in communication with ministers, OPEC Fund governor and alternate governors, ambassadors, government officials and other high-level representatives.
• Draft routine correspondence with government ministries and other high-level entities.
• Anticipate client needs and addresses them properly.

Meeting coordination assistance

• Provides assistance in coordinating the organization of ceremonies for the signature of loan/grant agreements, in cooperation with other concerned departments.
• Assists in the coordination of reception of visitors to the Fund, which includes the provision of any relevant high-level representational items (i.e. gifts, handouts).
• Arranging any necessary meeting-related reservations and appointments.

Administrative and logistical support

• Coordinates the administrative and logistical support for the Fund’s high-level meetings, including arrangements for the transportation of VIPs from and to the airport.
• Participates in all public relations and protocol activities, including receptions and social events, as well as accommodation and travel arrangements for the Director-General, official visitors and participants in the Ministerial Council and Governing Board meetings.
• Builds and maintains an established network of contacts and partnerships among relevant entities in the hospitality industry, especially, hotels, restaurants, caterers, airport staff, venues in Vienna.
• Process Visas for the Director-General Office on duty travel through foreign embassies in Austria.
• Carries out other tasks assigned by the supervisor, related to the job 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.
• Maintains a list of relevant contacts and partners in the hospitality industry, especially, hotels, restaurants, caterers, venues in Vienna.

Qualifications and Experience

• University degree in Sociology/ Psychology/ Social Sciences/ other relevant disciplines Public Relation or/and Business Administration
• Minimum of 5 years relevant professional experience, with preferably 2-3 years in an international institution.
• Proficient in using Microsoft applications such as Word and Excel.
• Experience to communicate with VIPs, preferably in English and Arabic
• Excellent written and verbal communication skills in English. A good working knowledge of Arabic, French, German, or Spanish is an added advantage.

Competencies

• Knowledge of protocol in a governmental or international organization including experience of working with the Host Government;
• Awareness of the subtleties and peculiarities in proper international protocol procedures;
• Identifies priority activities and assignments; adjusts priorities as required;
• Demonstrate corporate knowledge and sound judgement;
• Foresees risks and allows for contingencies when planning;
• Monitors and adjusts plans and actions as necessary;
• Commitment to excellence, with an exceptional work ethic, strong organizational skills, and a can-do attitude;
• Self-development and initiative taking;
• Conscientious and efficient in meeting commitments, observing deadlines and achieving results;
• Works collaboratively with colleagues to achieve organizational goals;
• Ability to work in an international multi-cultural environment, with sensitivity and respect for diversity.