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Job Description GOVERNMENT OF NUNAVUT JOB DESCRIPTION 1. IDENTIFICATION Position No. Job Title Supervisor’s Position 02-10454 Chief of Protocol Assistant Deputy Minister, Intergovernmental Affairs Department Division/Region Community Location EIA Intergovernmental Affairs Iqaluit Iqaluit Fin. Code: 02320-01-1-111-0200000-01 2. PURPOSE Main reason why the position exists, within what context and what the overall end result is. Reporting to the Assistant Deputy Minister (ADM), Intergovernmental Affairs, the Chief of Protocol provides protocol advise within the Department of Executive & Intergovernmental Affairs(EIA), the Premier’s Office and the Government of Nunavut(GN). The position provides ongoing advices and support to all departmental staff in protocol and event administration. The Chief of Protocol is the main contact for the Commissioner’s office in relation to requests for assistance for the Commissioner’s events. The incumbent of this position supports the international and domestic protocol activities of Nunavut through; organization of visits of diplomats, delegations and individuals; arrangement of official functions, ceremonial, hospitality, special events and conferences, and liaisons with the Legislative Assembly. 3. SCOPE Describe the impact the position has on the area in which it works, or if it impacts other departments, the government as a whole, or the public directly or indirectly. How does the position impact those groups/individuals, the organization and/or budgets? What is the magnitude of that impact? Reporting to the ADM, Intergovernmental Affairs and working from the Department of EIA at the Legislative Assembly in Iqaluit, the Chief of Protocol provides protocol support by providing advice and recommendations to Senior Management within the Department of EIA to ensure the smooth delivery and arrangements of official functions and ceremonies. The Incumbent working with all levels of government coordinates, organizes, arranges and manages visits of diplomats, delegations, and individuals; is responsible for arrangement of official functions, ceremonial, hospitality, special events and conferences. The incumbent liaises with all federal departments and agencies, provincial and territorial governments, the Legislative Assembly and the Commissioner’s Office. The incumbent also works closely with the communications division at EIA to ensure smooth delivery of all events. The incumbent is responsible for international protocol activities. The incumbent manages a budget for direct protocol support. Through protocol activities, the incumbent influences local business and cultural activity. The incumbent impacts upon the external image of Nunavut. 4. RESPONSIBILITIES Describe major responsibilities and target accomplishments expected of the position. April 2020 Page 1 Chief of Protocol GOVERNMENT OF NUNAVUT JOB DESCRIPTION List the responsibilities that have the greatest impact on the organization first and describe them in a way that answers why the duties of the position are being performed. For a supervisory or management position, indicate the subordinate position(s) through which objectives are accomplished. 1. Provides advice and assistance to management on protocol: Providing advice and guidance to Senior Management in relation to protocol. Providing consulting assistance to government departments and agencies, non-governmental organizations and the general public on protocol-related matters. Providing protocol advice and support for special events and activities. Establishing and maintaining government protocol procedures and guidelines. Researching and extracting relevant information in regard to protocol. Consulting with provincial and territorial counterparts on complex protocol issues. Keep up to date on protocol-related matters by annually attending the Chiefs of Protocol Conference with the provinces and territories and participating in conference calls. At every opportunity, positively highlight what Nunavut has to offer and have Nunavut be in the spotlight. Drafts routine official and social correspondence related to protocol and events for the Premier’s signature, including letters of thanks, condolence, or congratulations, or may task appropriate sections to provide drafts, as necessary. 2. Organize ceremonial occasions and special events for the Government by: . Liaising with departments, agencies, crown corporations and authorities on preparation and implementation of special events. Ensure that government leaders and policies are profiled. Ensures participation of guests, stakeholders and media. Liaise with EIA’s communications division to ensure proper communication and information is provided. 3. Plan, conduct and coordinate official visits by: . Apply organization and persuasion skills when organizing visits, . Liaise with departments, agencies, crown corporations and authorities on preparation and implementation of international visits. Arrange hospitality functions in conjunction with official visits and special events. Ensure that there is a positive light on Nunavut hospitality and highlight what it has to offer. Coordinates appointments and representational events, as needed; makes hotel reservations and other travel-related arrangements. Works with relevant sections to coordinate travel and key regional events/special opportunities. Prepares visit schedule, including full itinerary details, transport and accommodation arrangements, and administrative details . Use judgement and discretion to negotiate itineraries with diplomatic missions, delegations and local stakeholders. When appropriate, set up tours of locations such as the Legislative Assembly, museum, visitor’s centre, community etc. Attends functions to provide support or event coordination, as needed/requested . Assists the Premier’s Office in scheduling courtesy calls and appointments with diplomatic corps, local government leaders, and other prominent figures for the Premier, Commissioner, VIPs, and visiting Delegations. April 2020 Page 2 Chief of Protocol GOVERNMENT OF NUNAVUT JOB DESCRIPTION 4.Provide primary liaison with Commissioner’s Office, Legislative Assembly office and Speaker’s Office by; . Organizing events on behalf of the Premier that involve the Legislative Assembly, dealing sensitively with all political parties. Be the point of contact for the Commissioner’s Office within the Government of Nunavut. When available, assisting the Commissioner’s Office organize events that involve the Commissioner of Nunavut. Coordinating Communication on special visits, ceremonies and events. 5. Coordinate and maintain a gift registry and inventory by: . Maintain an inventory of potential gifts with varying values that appropriately represent Nunavut and profile our products. Develop a database with information about gifts given to certain individuals to ensure that similar gifts are not provided to the same individual in the future. Have available various gift wrap, gift bags, ribbons, packaging, cards etc. 5. KNOWLEDGE, SKILLS AND ABILITIES Describe the level of knowledge, experience and abilities that are required for satisfactory job performance. Knowledge identifies the acquired information or concepts that relate to a specific discipline. Skills describe acquired measurable behaviours and may cover manual aspects required to do a job. Abilities describe natural talents or developed proficiencies required to do the job. These requirements are in reference to the job, not the incumbent performing the job. Knowledge • Understanding of diplomatic procedures and protocol. • Broad Knowledge of provincial/territorial relations (economic, social and cultural policies and procedures). • Familiarity with federal, provincial and territorial government organizations and procedures. • Thorough knowledge of the working of the Legislative Assembly and the Commissioner of Nunavut. • Understanding of cultures, traditions, sensitivities and protocol of other countries. • Understanding of domestic and international political hierarchies. Skills . Ability to communicate effectively, both orally and written, with all levels of internal and external Government contacts. Previous experience in interpersonal and public relations with government officials. Previous experience in detailed organization of events, visits and conferences. Ability to problem solve and make decisions quickly. Abilities . Ability to work independently and under pressure. Familiarity and ability to work with volunteer community and non-governmental organizations. Valid drivers’ license. April 2020 Page 3 Chief of Protocol GOVERNMENT OF NUNAVUT JOB DESCRIPTION . Valid Passport University Degree or equivalent in International Relations, International Business, Political Science, Circumpolar Studies, Public Administration, Public Policy or other such relevant fields. 3 years of experience with protocol processes and activities for one or more senior executive members of government, heads of state, diplomats, monarchy or royal household. Knowledge & experience in Protocol activities, principles of diplomatic protocol, formalities and diverse cultural practices. Effective written & spoken communication skills in English. Ability to communicate (written and oral) in Inuktitut is an asset. Ability to build and maintain relationships & informal networks. Ability to manage conflicting priorities and resolve interpersonal issues. Ability to follow procedures with discipline. Ability to organize variety of events and to plan in details. A combination of training, education, and experience
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