Events and Protocol Lead

Description

The Pacific Community (SPC) is the principal scientific and technical organisation in the Pacific region, supporting development since 1947. We are an international development organisation owned and governed by our 27 country and territory members. In pursuit of sustainable development to benefit Pacific people, our unique organisation works across more than 25 sectors. We are known for our knowledge and innovation in such areas as fisheries science, public health surveillance, geoscience, and conservation of plant genetic resources for food and agriculture.

The Operations and Management Directorate (OMD) provides corporate services to all SPC Divisions and Programmes. It consists of three key departments: Finance, Human Resources and Information Services. OMD is focused on improving the effectiveness of systems, policies and management to provide high-quality customer-oriented services.

The role – the Events and Protocol Lead will manage the delivery of high-quality events, related services, and protocol support to SPC as well as external partners and clients.

The key responsibilities of the role include the following:

Manage and coordinate the successful delivery of SPC events services

• Coordinate events hosted on SPC premises in Noumea and Suva.
• Support high-level (Ministerial level) events hosted in facilities outside of SPC in support of SPC programmes.
• Serve as a primary point of contact for event services.
• Planning and project management for event delivery.
• Manage event registration platform for participants.
• Oversee financial management of events.
• Ensure preparation of event materials.
• Guide users by providing resource solutions for digital meetings such as broadcasting, remote interpretation, and meeting recording.
• Assessment of external locations / site surveys.
• Facilitate shipping of equipment.
• Coordinate and organize event catering.

Continuous improvement of SPC’s event services

• Monitor the quality and efficiency of SPC events to identify opportunities for investment and improvements.
• Proactively work with teams across SPC to improve the facilities, protocol, equipment, processes, and technology that are used to facilitate events.
• Propose and develop standard guidelines for the management of SPC events.
• Develop general terms and conditions or, where appropriate, contracts with external clients using SPC premises to organise their events.
• Ensure that SPC has adequate insurance cover for the risks associated with events.

Provision of protocol guidance and assistance

• Ensure that high-level events follow diplomatic and international protocols and SPC’s governance procedures.
• Work closely with the Executive office to support for high-level visits and events by providing detail plans and programme.
• Support divisions to coordinate protocol support and service with SPC members.
• Research and maintain knowledge products on protocols and best practice event management.

Establish and manage external relationship with contractors and partners

• Oversee the selection, engagement and coordination of external contractors and vendors providing services for the events.
• Create and maintain updated listing of relevant contractors and vendors whose services are pertinent to SPC’s events and needs.
• Establish preferred supplier agreements with vendors and suppliers.
• Ensure timely payment of services and goods utilized for the events.

People Management

• Manage staff performance, conduct fair, consistent, timely performance planning, review meetings and encourage open communication to discuss performance.
• Actively schedule time to help staff development and be the best they can.

For a more detailed account of the key responsibilities, please refer to the online job description.

Key selection criteria

Qualifications

• Bachelor of Art in Hospitality, Event Management, Management and Business, Diplomacy and International affairs, Protocol, Business or related discipline.

Technical expertise

• 5-7 years of event management in international context.
• Proven ability to contribute to the streamlining and automation of processes.
• Excellent computer skills and proficiency in the use of MS Word, Excel and Power Point.

Language skills

• Bilingual (English and French).

Interpersonal skills and cultural awareness

• Excellent communication and interpersonal skills.
• Excellent time management skills and organizational skills.
• Ability to liaise with staff at all levels of the organisation.
• Ability to work in a multi-cultural, inclusive and equitable environment.

Salary, terms and conditions

Contract Duration – This vacant position is budgeted for 3 years and is subject to renewal depending on funding and performance.

Remuneration – the Events and Protocol Lead is a band 10 position in SPC’s 2024 salary scale, with a starting salary range of 3,568–4,364 SDR (special drawing rights) per month, which currently converts to approximately XPF 527,770–645,457 (USD 4,745–5,804; EUR 4,423–5,409). An offer of appointment for an initial contract will normally be made in the lower half of this range, with due consideration being given to experience and qualifications. Progression within the salary scale is based on annual performance reviews. SPC salaries are not presently subject to income tax in New Caledonia.

Benefits for international staff employees based in New Caledonia – SPC provides subsidised housing in Noumea. Establishment and repatriation grant, removal expenses, airfares, home leave travel, health and life and disability insurances and education allowances are available for eligible employees and their eligible dependents. Employees are entitled to 25 working days of annual leave per annum and other types of leave, and access to SPC’s Provident Fund (contributing 8% of salary, to which SPC adds a 10% contribution).

Languages – SPC’s working languages are English and French.

Recruitment principles – SPC’s recruitment is based on merit and fairness, and candidates are competing in a selection process that is fair, transparent and non-discriminatory. SPC is an equal-opportunity employer, and is committed to cultural and gender diversity, including bilinguism, and will seek to attract and appoint candidates who respect these values. Due attention is given to gender equity and the maintenance of strong representation from Pacific Island professionals. If two interviewed candidates are ranked equal by the selection panel, preference will begiven to the Pacific Islander. Applicants will be assured of complete confidentiality in line with SPC’s private policy.