Assistant Section Officer protocol department job profile

Assistant Section Officer Protocol Department Job Profile

Job Title: Events and Protocol Assistant

Division: Office of the Chief Operating Officer

Grade: n

Assistant Section Officer protocol department job profile

Reports: Head of Events and Protocol

General Information

The Events & Protocol team provides comprehensive coordination for all aspects

In any event or meetings organized by the Secretariat including planning, coordination

And delivery of event services for the Commonwealth Heads of Government,
Ministers and other Pan-Commonwealth meetings in London, Commonwealth
Member countries or other capitals. The team works closely with the secretariat
Collaborates closely with member governments on division and all administrative

And logical matters for Commonwealth meetings. A particularly high profile
The activity is the organization of biennial Commonwealth Heads of Government
Meetings (CHOGM).

job Summary

The events and protocol assistant will support the top and events and protocol
Ministers who manage all aspects of the arrangements for the meeting and

The Events and Protocol Assistant will provide assistance in project administration and
Management and where appropriate on stand-alone projects. Personal
Will also take responsibility for coordinating events at Marlborough House and is

A major role in organizing public access to the building through open days and guided
Tourism. In addition, the post holder will execute other events and protocols.
Administrative work as required.

Job description

post holder:

Assists with all logistical and administrative arrangements for all minister’s  Meetings and CHOGM; Where appropriate projects will be given to complete on behalf of events And

psection; May be required to travel abroad required to support the head of events and  Protocol for ministerial meetings and CHOGM from time to time.

Conference and meeting 

  • To arrange and coordinate travel for resource staff teams and resource persons;
  • Negotiating and liaising with external travel agents and suppliers;
  • Liaise with staff and associates in finance as necessary;  Arrange payment
  • Daily Subsidy Allowance (DSA) Payment.

  • Managing the payment of Ist Daily Subsidy Allowance (DSA).
  • Providing accommodation which may include booking through external
  • Interaction and booking with websites and hotels;

   Responsibility for updating the travel  others intranet;

   Manage group registration and access for secretariat staff teams

  Organize all conference shipments, including contact with outsiders
  Division / section on shipment items and deadlines;

  Work with the Head of Events and Protocol and Office of the Secretary General (SGO)

  And other colleagues arranged gifts for CHOGM and ministerial meetings;
   Order badges and stationery printing;

  In-house event and meeting co_ordination

  Liaising with external customers to ensure Marlborough House events
  Liaise with all internal sections to facilitate meetings including preparation
  Weekly report of upcoming meetings and events
  .  Coordinates booking of meeting rooms including secretariat, including
  Interior and exterior living room booking
  To liaise with external suppliers to be consistent and customer oriented
  Services are provided for all meetings
  Borough coordinates group tours of Marlborough House

  Administrative and Financial Assistance

   Assist with the preparation of conference documents and related
  , CODA financial software for accommodation, travel and more
  Payment for all meetings;
  ;  Prepare financial acquittal for payment;
  Assisting conference managers in preparation, updating and monitoring
  Budget conference;

  Other functions and responsibilities:

   Liaising with Communications Department and other Divisions Directorates
  Required to deal with public inquiries;
  Documents Ensure proper electronic filing of all related documents, and hard copies
  Filing where needed;
    Assistance with report writing in internal meetings;
  Ined is rooted in following the Commonwealth’s gender equality values
  Gender Equality Policy of Charter and Secretariat.
  Performs other duties as required from time to time.

person specification


  – Experience of large-scale events and working in an international
  Conference atmosphere;
  Ability to work harmoniously as part of team events team

  Ability to work on one’s own initiative and make decisions in challenging

  Relationship Strong communication and relationship management skills
  Or qualification for degree level or degree-equivalent
  Year at least two years of office experience

  Ability to follow follow policies and procedures
  Attention to detail and ability to work and adapt to pressure;

   Administrative and budgeting tools, and experience of using excellent
  Proficiency with Microsoft Office applications, especially in Word, Excel
  Outlook and powerpoint

  A Experience working within an international organization in a multicultural


  Systems experience working with records management systems, filing structures,
  And electronic records and information management.