Logistics and Protocol Officer Lafab Solutions

Job Reference: 20240723C

Purpose of Position:
The Logistics and Protocol Officer is responsible for coordinating logistics, managing protocol arrangements, and ensuring the smooth operation of events, travel, and meetings. This role involves meticulous planning, coordination with various stakeholders, and adherence to organisational protocols and procedures.

ESSENTIAL DUTIES/KEY JOB ROLES AND RESPONSIBILITIES
include but not limited to the following:
• Develop and manage effective system for transport and logistics in the School.
• Plan and manage logistics for the organisation’s events, meetings, and activities.
• Ensure efficient use of drivers and pool vehicles and responsible for arranging airport pick-ups.
• Develop and manage relationships with service providers to ensure uninterrupted service delivery and value for money (e.g. Courier agencies, Car service and rental stations, etc.).
• Supervise drivers and any other staff assigned to the unit.
• Develop and implement proposals for service improvement, track car millage and motoring costs.
• Develop and implement protocol policies and procedures.
• Ensure adherence to protocol guidelines during official events, visits, and meetings.
• Coordinate VIP and high-profile guest arrangements, including travel, accommodation, and security.
• Liaise with government officials, embassies, and other relevant agencies to facilitate smooth protocol operations
• Develop and implement an approved budget for the services. Monitor budget spending and provide reports.
• Responsible for ensuring all the school’s vehicles are in good working condition.
• Monitor the activities of the mailing unit to ensure full compliance with procedures and processes.
• Provide liaison for processing of visas and travel documents for staff on official trips.
• Responsible for the processing of flight tickets in line with policy.
• Responsible for processing payments and following up with Accounts on all payments
• Any other relevant duty will be assigned by the line manager from time to time.

KEY PERFORMANCE INDICATORS
• Efficiency in service provided.
• Reduced cost/value for money for services.
• Ratings of Business Process Audit
• Feedback from customers
• New initiatives introduced for service improvement

COMPETENCIES REQUIRED
• Communication skills
• Interpersonal skills
• Organizing and planning skills
• Team leadership
• Flexibility to work schedule
• Proficiency in the use of computer
• Knowledge of business process review
• Customer services skills
• Negotiation skills

QUALIFICATIONS
• A university Degree or its equivalent in any field

EXPERIENCE
• A minimum of five years of administrative experience in managing service providers and travel desks will be an advantage.