Public Relations Officer (Events & Protocol Services) (MCG/IE 4)

Job Purpose

Under the management and supervision of the Manager, Public Relations (Events & Protocol Services) (MCG/IE 5), the Public Relations Officer (Events & Protocol Services) (MCG/IE 4) is responsible for supporting the delivery of logistics for designated events in the MoAFM ensuring all events run smoothly and to budget whilst meeting the expectations of key stakeholders and sponsors. 

Key Responsibilities

Management/Administrative: 

• Develops Individual Work Plans based on alignment to the overall plan for the section;
• Participates in meetings, seminars, workshops and conferences as required;
• Prepares reports and programme documents as required; 
• Maintains customer service principles, standards and measurements. 

Technical/Professional: 

• Supports the delivery of a wide range of events for the MoAFM, including but not limited to business lunches and breakfasts, professional development courses, forums, networking events, conferences, expositions and other ad hoc events; 
• Supports mechanisms that guides event plans including managing relevant stakeholders, setting and managing timelines; 
• Engages with external service providers to ensure the effective delivery of services required to execute events; 
• Contributes to growth of MoAFM current mailing lists for target groups;
• Books and confirms availability of venues, speakers, marketing assets;
• Organizes travel/transfers and accommodation for speakers, dignitaries, staff and any other special guests as required; 
• Tracks individual event budgets to ensure they are on track to reach targets;
• Obtains invoices for services rendered to ensure timely approval by Permanent Secretary and efficient payment; 
• Administers post event surveys and other monitoring and evaluation mechanisms;
• Contributes to the growth of events, ideas for cost savings and proactively seek to bring about a positive result for the division overall; 
• Assists with coordinating official visits to MoAFM and the provision of ceremonies to ensure the delivery of professional and high-quality services and compliance with relevant protocols; 
• Maintains a network of effective relationships with a range of contacts within government agencies and externally to support access to advice and information and event and visit co-ordination; 
• Assists with provision of hospitality and other functions including co-ordination of guest lists, briefing notes, RSVP’s, setting up equipment, catering in accordance with agreed programs and budget; 
• Represents the MoAFM as required to promote in matters relating to the provision of hospitality and State occasions; 
• Observes and reports on social, economic and political trends that might impact the ministry’s public relations strategy; 
• Uses data collection procedures to facilitate the validation of quantitative and qualitative monitoring tools to support the events management function; 
• Conducts analysis of quantitative data as well as qualitative data on all events management programme inputs, outputs and outcomes in MoAFM and its subjects;
• Assists in coordinating operational analysis and programme evaluation on services, programmes, and projects assigned to the Division; 
• Provides input for long-range public relations planning on the MoAFM core functions to establish future opportunities and challenges; 
• Keeps abreast of the new methods and developments in events management, especially in the context of the Public Service and Agricultural, Fisheries and Mining Management. 

Human Resource: 

• Contributes to and maintains a system that fosters a culture of teamwork, employee empowerment and commitment to the Division’s and organization’s goals;
• Assists with the preparation and conducts presentations on role of Division/Unit for the Orientation and Onboarding programme; 
• Performs all other related duties and functions as may be required from time to time.

Required Knowledge, Skills and Competencies

Core: 

• Good Oral Communication skills 
• Good Written Communication and Presentation skills 
• Good Planning and Organising skills 
• Good Analytical Thinking skills
• Good Problem-Solving and Decision-Making skills 
• Excellent Customer and Quality Focus skills 
• Excellent Interpersonal skills 
• Excellent Teamwork and Cooperation skills 
• Ability to manage the client interface and external partnerships 
• Ability to apply initiative 
• Of strong Integrity 
• Compliance 
• Change Management 

Technical: 

• Knowledge of Events Management principles and practices 
• Knowledge of, and experience in the planning, conduct and delivery of official activities, hospitality and international VIP visits to ensure the support of professional and high-quality services 
• Ability to foster and maintain a good working relationship with the media
• Good understanding of the machinery of Government, political processes and the requirements of Ministers and other officials 
• Proficiency in Microsoft Office suite and other programme applications (PowerPoint and Publisher) appropriate to assigned responsibilities 
• A strong sense of trust and a high level of confidentiality and integrity 
• Strong interpersonal, communication and relationship building skills with ability to consult and provide advice to all levels of the organization 
• Ability to work independently and contribute effectively as a team member to achieve goals
• Strong organizational and time management skills with an ability to prioritize and manage workload, meet deadlines and adapt to changing circumstances 

Minimum Required Qualification and Experience

• Bachelor’s Degree in Events Management, Public Relations, Media/Communication Studies, Mass Communication, or a related discipline; 
• Two (2) years’ experience in an Events Management environment. 

Special Conditions Associated with the Job

• Work will be conducted in an office outfitted with standard office equipment and specialized software. 
• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines which will result in high degrees of pressure, on occasions.
• Will be required to travel locally and internationally to attend conferences, seminars and meetings. 

Please note that only shortlisted applicants will be contacted.