Admin & External Affairs Unit Head

Job Title: Admin & External Affairs Unit Head

Department: Executive Affairs Department

Section: Protocol Section

Unit: Admin & External Affairs Unit Head

Direct Manager: Protocol Section Head

Direct Reports: 1

Role Purpose

Manage administrative operations and external affairs activities, including facilitation of logistics for delegations and VIPs (e.g. visa procedures, hospitality, catering and transportation), managing communications and correspondence with external stakeholders to ensure seamless operation of the Protocol Section.

Key Responsibilities

Admin Operations

• Manage the preparation and communication of guidelines, policies and procedures necessary for the unit in line with the Department's guidelines.
• Ensure the smooth planning of visit programs by distinguished visitors and manage the coordination of the procedures taken by the Protocol Section for government hospitality tasks and events.
• Assist in the planning and execution of official events, visits, and ceremonies.
• Provide support in managing protocol arrangements, including travel, accommodations, and itineraries for VIPs and dignitaries.
• Ensure that service providers involved in hospitality assignments are supervised while ensuring the provision of high-level services and ensuring compliance with the requirements of all planned activities and events.
• Direct the team and ensure that all relevant invitations are sent to delegations in line with set procedures.
• Ensure proper documentation and record-keeping practices are maintained.

External Affairs

• Develop and maintain relationships with external stakeholders, including government agencies, international organizations, and other relevant entities.
• Coordinate and manage official communications and correspondence with external parties.
• Draft, send, and manage letters, invitations, and requests to government institutions, embassies, ambassadors, and other key stakeholders.

Shared Activity

Strategic Contribution

• Ensure effective cascading of the functional strategy into section business plans to ensure vertical alignment and horizontal integration with other interfacing sectional strategies.

People Management

• Manage the effective achievement of assigned objectives through the leadership of the Section by setting of individual objectives, managing performance, developing and motivating staff to maximize performance.
• Lead the talent development initiatives for the assigned section, collaborating with technical/discipline experts and thereby ensure the availability of talent to fit business requirements.
• Act as a role model and drive adherence to organizational values and ethics by employees of the assigned section to foster a value driven culture within the organization.

Budgeting and Financial Planning

• Manage the preparation and recommend the section budget and monitor financial performance versus the budget while ensuring all sectional activities are conducted in line with the approved guidelines.

Policies, Systems, Processes & Procedures

• Manage and ensure effective implementation of functional policies, procedures and controls covering all areas of assigned section activity so that all relevant procedural/legislative requirements are fulfilled while delivering a quality, cost-effective service.

Continuous Improvement

• Lead the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting

• Ensure that all section reports are prepared timely and accurately and meet DCT requirements, policies and quality standards.

EHS

• Motivate employees to take an active role in the EHS initiative.
• Adhere to the DCT Occupational Safety and Health policy, regulations, and laws, and provide help to the Corporate EHS in executing the OSHMS.
• Report any incidents, near misses, occupational illnesses, unsafe practices, and conditions immediately to the concerned person and participate in the investigation of OSH incidents, as required.

Communication and Business Relationships

Internal

• DCT Relevant Sectors /Departments

External

• Delegations and VIPs
• Relevant external institutions/companies
• Any Other Relevant Party

Qualifications

• Bachelor’s degree (Master Preferred) in Business Administration, Marketing, Communication, or equivalent.

Experience

• 5 to 7 years of experience in a similar position or sector

Skills

• Full professional English proficiency both in speaking and writing.
• Exceptional writing skills and storytelling.
• Skilled in MS Office (PowerPoint, Word and Excel).
• Administrative skills and attention to detail.
• Ability to navigate a fast-pace environment with a high level of autonomy.
• Strong communication and interpersonal skills.
• Strategic thinking and the ability to align creative efforts with broader business objectives.
• Proficiency in project management fundamentals, including the ability to manage multiple projects simultaneously and meet deadlines.