Specialist, Protocols & Delegations

Protocol specialist is responsible for the comprehensive preparation and coordination of all aspects related to exhibitions, events, and opening ceremonies, both within the UAE and internationally. This includes managing logistics such as booking tickets, arranging accommodations, and transportation, as well as ensuring the correct implementation of protocol and etiquette practices, including flag displays and seating arrangements. The objective is to ensure seamless execution and success of all events and delegation visits.

Key Responsibilities:

• Oversee the preparation and distribution of official invitations, seating arrangements, and other related materials for events’.
• Conduct regular reviews of company protocol and etiquette procedures and make recommendations for improvements.
• Ensure that all company protocol and etiquette practices comply with UAE laws and regulations.
• Coordinate the booking and confirmation of tickets, hotels, and transportation for all event attendees, including VIPs and other delegations for events both inside and outside the UAE.
• Manage and arrange services and delegations, including VIP access cards, escort services, cars, and security officers, ensuring smooth operations during visits.
• Compile and confirm the list of gifts, ensuring the timely preparation and distribution for events and delegation visits.
• Communicate with logistics to ensure seamless logistical operations for all events and delegation visits, whether in the UAE or abroad.
• Oversee the distribution of exhibition badges and ensure that all participants, including delegation members, have the necessary access credentials.
• Prepare and provide comprehensive lists, including embassy contacts, delegation participants, and VVIP attendees.
• Organize and maintain an updated agenda, visitor name list, and visitor documents for events and delegation visits.
• Coordinate the setup and layout of event locations, including EDGE attendees' arrangements, signage, and facilities for delegation visits.
• Arrange transportation services, including shuttles, golf carts, and tour buses, for event attendees and delegation members.
• Oversee protocol etiquette practices and ensure that all advance site visits, including those related to delegation visits, are conducted as planned.
• Manage the distribution of essential event materials such as transmitter receivers, power banks, and roaming services, ensuring that all logistical needs for events and delegation visits are met.
• Prepare and implement seating arrangements for VIP visitors and delegation members.
• Create and manage communication channels, such as WhatsApp groups, for seamless coordination among event participants and delegation members.
• Handle the preparation and distribution of entry visas, badges, lanyards, and other event-related stationery, including those required for delegation visits.
• Ensure the availability of MOU signature books, flags (EDGE, UAE, and guest flags), and other ceremonial items for events and delegation visits.
• Coordinate catering services, the playing of the UAE national anthem, and manage media and photographer arrangements for both events and delegation visits.
• Oversee the preparation and distribution of official invitations, ensuring all details are accurate and timely for events and delegation visits.
• Review and update company protocol and etiquette procedures regularly, ensuring compliance with UAE laws and regulations for both events and military or other delegation visits.

Key Skills:

• Excellent communication and interpersonal skills, with the ability to communicate effectively with people from diverse cultural and social backgrounds.
• Attention to detail and ability to work under pressure and meet tight deadlines
• Knowledge of local and international protocol and etiquette practices.
• Strong leadership and team management skills.
• Proficiency in Microsoft Office and event management software