ROYAL GOVERNMENT OF BHUTAN
ROYAL CIVIL SERVICE COMMISSION
POSITION DESCRIPTION
1. JOB IDENTIFICATION:
1.1 Position Title: Protocol Officer
1.2 Position Level: P4
1.3 Major Group: Foreign Services
1.4 Sub group: Protocol Services
1.5 Job Code No. 07.410.03
1.6 Job Location (Complete as appropriate)
Ministry: MOFA Department: Protocol Division:……………
Section: ______________________Unit:________________
1.7 Title of First Level Supervisor: Senior Protocol Officer
2. PURPOSE, DUTIES AND RESPONSIBILITIES: Describe the main duties and
responsibilities, indicating what is done and how it is done. Duties should be presented
in decreasing order of percentage of time spent of them, or in order of relative
importance.
Purpose: To assist the Senior Protocol Officer in providing protocol services in
accordance with the national policies & practices; and international norms and
conventions.
Duties and Responsibilities % of Time
To receive, accompany and see off official delegations and
government guests. 40%
Carry out instructions from Assistant Chief of Protocol in 10%
preparing for state and other ceremonies.
Assist in drawing up programs for state and official visits. 10%
Assist in processing diplomatic privileges and immunities and in
extending courtesies to expatriate community. 10%
Assist in organizing international conferences and meetings. 10%
Assist in organizing hospitality and other logistic arrangements
for visiting delegations and government guests. 5%
Assist in planning and organizing receptions, banquets and
dinners for Head of State/Head of Government and Council of
Ministers. 5%
Process permits for visiting delegations/government guests for
their travel in and around the country. 5%
Any other tasks assigned. 5%
3. KNOWLEDGE AND SKILLS REQUIREMENTS: Minimum
requirement for performance of work described (level of knowledge, skill and
ability).
3.1 Education: Bachelors
3.2 Training: Training in diplomacy
3.3 Length and type of practical experience required:
Minimum of 4 years work experience in Foreign Service in Position Level
P5 or equivalent experience.
3.4 Knowledge of language(s) and other specialized requirements:
Command of both written and spoken English and conversant in
Dzongkha. Knowledge of additional languages would be an asset. Must
possess sound knowledge of government policies, Rules, regulations,
procedures and Driglam Namzha. Good communication skill.
4. COMPLEXITY OF WORK: Describe the intricacy of tasks, steps process
or methods involved in work, difficulty and originality involved in work.
The work entails rendering of professional support to facilitate the visit of official
dignitaries and government guests. The job consists mainly of receiving,
accompanying and seeing off official delegations and government guests which
are not confined by the normal working hours or days. As officers accompanying
important guests, the Protocol Officers are required to be equipped with accurate
information about the country’s culture, society and government to familiarize
distinguished visitors with Bhutan. The work demands alertness to the situations
and sound knowledge of protocol procedures and articulation skills. The job also
requires the incumbent to formulate views and responses under changing
situations, keeping in mind the political sensitivities while dealing with visiting
and resident dignitaries.
5. SCOPE AND EFFECT OF WORK: Describe the purpose, breadth of
work performance, and the effect the work has on the work of others or the
functions of the organization.
As the main job of the Protocol Officer is to render professional support to
facilitate the visit of officials/dignitaries, important ceremonies and functions at
the implementation level, the success of the event or a visit will be influenced to a
certain extent by the performance of the Protocol Officers. How effectively and
meaningfully the procedures and programmes are implemented by the Protocol
Officers will influence the way the officers at the organizational level such as the
Assistant Chiefs of Protocol, Deputy Chief of Protocol and to a certain extent the
Chief of Protocol, formulate and plan programmes, hospitality and other logistic
arrangements for State functions, ceremonial events and for the visiting
dignitaries and official delegations.
6. INSTRUCTIONS AND GUIDELINES AVAILABLE:
6.1 Instructions: describe controls exercised over the work by the Superior;
how work is assigned, reviewed and evaluated.
Works under the instruction of the Chief of Protocol, Deputy Chief of
Protocol, Assistant Chief of Protocol and senior officers of the Ministry.
6.2 Guidelines: Indicate which written or unwritten guidelines are available,
and the extent to which the employees may interpret, adapt or devise new
guidelines.
Guidelines: RGOB policies, Protocol Handbook and directives from
Ministry of Foreign Affairs, internal archives, Vienna Convention on
Diplomatic and Consular Relations and Rules of procedures.
7. WORK RELATIONSHIPS: Indicate the frequency, nature and purpose
of contacts with others within and outside the assigned organization (other than
contacts with superiors):
Consultation and coordination outside the Ministry is required on a regular basis.
8. SUPERVISION OVER OTHERS: Describe responsibility for supervision of
other employees, including the nature of supervisory responsibilities and
categories and number of subordinates.
Supervision over the Assistant Protocol Officers and staff in the protocol. The
number could vary from 4 to 6.
9. JOB ENVIRONMENT: Describe physical exertion required, such as
walking, standing, lifting heavy objects, etc., and/or any risks or discomforts like
exposure to hazards such as exposure to chemicals, infections, radiation, extreme
weather and other hostile working conditions.
Physically and mentally demanding duties that require keeping long and odd
working hours often under time constraints and difficult working conditions.
