PERANAN PEGAWAI PROTOKOL

PEGAWAI PROTOKOL
1. Pegawai Pengendali Majlis tugas utamanya adalah mengurus penganjuran majlis rasmi yang memerlukan amalan protokol Pegawai Perhubungan (Laison Officer) dipertanggungjawabkan untuk mengiringi dan melayan tetamu bermula dari ketibaan tetamu hingga tetamu berangkat pulang

2.

CIRI-CIRI PEGAWAI PROTOKOL YANG BAIK

1. Pengetahuan dalam bidang protokol dan etiket sosial 2. Sentiasa berusaha menambah pengetahuan 3. Memiliki personaliti yang menarik 4. Daya tahan yang tinggi (endurance) 5. Sabar

6. Sopan santun 7. Boleh berbual dengan sesiapa sahaja tanpa rasa segan silu 8. Berkebolehan membuat keputusan dengan cepat dan tepat 9. Pantas dalam pergerakan 10.Bertolak ansur 11.Sentiasa menepati masa 12.Boleh menyimpan rahsia

13. Berfikiran yang terbuka 14. Boleh menerima pendapat orang lain dengan hati terbuka 15. Sentiasa berada dalam keadaan aman dan tenteram 16. Tidak ego dan mementingkan diri 17. Sentiasa prihatin dan bekerjasama

FUNCTIONS OF LIAISON OFFICER

1. Escorting and assisting guest upon arrival until departure 2. Personal matters Baggage Clearance Passport and health clearance Accommodation and transport arrangement Obtaining identity and security passes

3.Official matters arranging meetings with counterpart escorting to the functions reception and media conference assisting in meeting business forum
4.Provide necessary details about the events and program me: time, place, invitation, departure, arrival etc. dress code and other attires protocol-sitting arrangement, detail about guests, salutation etc.

5.Attend to specific personal matters whenever possible/necessary to accompany the guest to social and private function. organize private visit/function. shopping etc

TIPS TO BE A GOOD LIAISON OFFICER

1. PLAN YOUR WORK movement and event program allocation of resources alternative working plans and strategies

2.BRIEF AND REVIEW make counterpart knows about the plan constant review to identify weaknesses and to draw alternative

3.TEAM-WORK work as a team dont try to be a superman get to know your counterpart 4.PERSONALITY well dressed and looking smart lively and cheerful confidence

5.KNOWLEDGE functions/events general knowledge about visiting country 6.COMMITTED doing as a matter of responsibility enjoy your work ever willing to assist well prepared

7.TIMELINESS 1st to arrive, last to leave furnish information fast punctuality

8.COMMUNICATION SKILLS good simple English/Malay proper salutation knows when and what to talk

DONT AS LIAISON OFFICERS

should not create any situation to cause dissatisfaction to the guest dont look low onto the guest no matter what their habits and custom are dont say dont know say I will find out do not put your personal views when asked about controversial or sensitive issues

 dont guess your answer, get the right information and answer positively dont ever be non-cooperative dont ever disappear/sharking responsibility (MIA) dont ever let down your organization and your countrys reputation

PREPARATION FOR LIAISON OFFICER

1. Getting The Right Information handouts and information kits insist on having a briefing 2. Site Visit
3.Self Preparation Personality Grooming hair cut uniform and suits shoes communication set, note book and pen

4. Physical & Mental Preparedness ready for the job release from office no family commitment good health
5. Establishing Contacts with counterparts phone numbers and addresses getting to know your working counterparts

PROTOCOL/LIASION OFFICER IN ACTION

1. Prior to Arrival Identify team mate and Minister in attendance or Senior Welcoming Officials Transport Red-Carpet Military Police on duty Media and TV coverage

2.

Arrival/Airport Time of arrival Bay bridge Security passes Locate VIP and delegation and introduction to local VIPs Baggage/Passport/Weapon Clearance Medical Certificate Refreshment at holding room Immigration Clearance

3. 4.

Movement to the hotel Arranging motorcade Allocation of cars Protocol route Arrival at the hotel Reception upon arrival Check-in Lift on standby Briefing on the visit program me

5.

Departure for functions Motorcade arrangement Remind VIP and delegation on movement Hotel staff on stand-by Move as scheduled Communicate with host for details at function/venue Introduction to the host upon arrival Usher to the seat Be on stand-by for further instruction

6. 7. 8.

Arranging Meetings Communicate with intended party Set-up meeting room as required Arrange for media coverage Departure/Send-off Clearance of hotel bills and other incidentals Early check in at airport and luggage clearance Gift/Tips Inform host for send-off Immigration clearance Holding room and refreshment Send-off at Bay bridge Bye Review and Post-Mortem