PROTOCOL OFFICER

Role Purpose

To provide professional protocol and executive support to the Office of the Executive Chairman by coordinating official engagements, VIP visits, and high-level meetings, ensuring proper etiquette, seamless logistics, and excellent stakeholder experience in line with Jospong Group standards.

Reports directly to: Head of Secretariat – Office of the Executive Chairman

Business Unit: Executive Chairman’s Office / Secretariat

Internal & External Relationships:

Internal:

• Secretariat Cluster Leads
• Security
• Corporate Affairs
• Cluster and Subsidiary Leadership Teams
• Logistics and Administration Units

External:

• Government agencies
• Corporate partners
• Delegations, VIPs, and external stakeholders
• Service providers (hotels, transport, venues)

KEY RESULT AREAS

1. Effective coordination of Executive Chairman engagements and visits
2. Professional protocol management and stakeholder interface
3. Seamless logistics and on-ground execution of events and programs
4. Accurate documentation and follow-through on executive engagements
5. Consistent representation of Jospong Group corporate standards and image

KEY RESPONSIBILITIES

Protocol & Executive Engagements

• Plan and coordinate all Executive Chairman visits, meetings, and official engagements
• Manage reception of delegations, VIPs, and external stakeholders
• Ensure proper protocol, seating arrangements, introductions, and ceremonial procedures
• Prepare visit itineraries, programs, and briefing notes

Event & Visit Coordination

• Coordinate logistics for Executive Chairman engagements (transport, accommodation, venue setup)
• Liaise with internal departments and external bodies ahead of visits
• Supervise on-ground execution of programs and events
• Maintain records of all official engagements

Secretariat Support

• Support preparation of meeting materials and engagement packs
• Assist with follow-ups arising from Executive Chairman meetings and visits
• Maintain engagement logs and protocol documentation
• Work closely with Secretariat Cluster Leads

Stakeholder Management

• Serve as a professional interface between the Executive Chairman’s Office and visitors
• Coordinate with government agencies, partners, and corporate stakeholders
• Ensure company image and standards are upheld at all times

JOB SPECIFICATION

Competencies

• Strong organizational and coordination skills
• Excellent communication and interpersonal abilities
• Professional etiquette and executive presence
• High attention to detail
• Ability to work under pressure and manage multiple engagements
• Strong sense of confidentiality
• Proactive, solution-oriented mindset
• Good written and spoken English
• Basic understanding of corporate governance and executive operations

Education / Experience

• Minimum Bachelor’s Degree in Administration, International Relations, Public Relations, Hospitality Management, or related field
• Minimum 2–5 years’ relevant experience in protocol, administration, corporate affairs, or executive support
• Experience supporting senior executives or managing high-level engagements is an advantage

Knowledge & Skills

• - Protocol standards and executive engagement management
• - Event coordination and logistics planning
• - Stakeholder relationship management
• - Documentation and reporting
• - Microsoft Office and administrative systems

Personal Attributes

• Well-groomed with professional appearance
• Respectful, calm, and tactful
• Flexible working hours aligned to Executive Chairman schedule
• Team-oriented with leadership potential
• High integrity and discretion