pegawai protokol

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PERANAN PEGAWAI PROTOKOL 

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Page 1: PEGAWAI PROTOKOL

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PERANAN PEGAWAIPROTOKOL

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PEGAWAI PROTOKOL 1. Pegawai Pengendali Majlis

tugas utamanya adalah menguruspenganjuran majlis rasmi yang

memerlukan amalan protokol2. Pegawai Perhubungan (Laison Officer)

dipertanggungjawabkan untuk mengiringidan melayan tetamu bermula dariketibaan tetamu hingga tetamuberangkat pulang

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CIRI-CIRI PEGAWAI

PROTOKOL YANG BAIK1. Pengetahuan dalam bidang protokol

dan etiket sosial

2. Sentiasa berusaha menambahpengetahuan

3. Memiliki personaliti yang menarik

4. Daya tahan yang tinggi (endurance)5. Sabar

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6. Sopan santun7. Boleh berbual dengan sesiapa sahaja

tanpa rasa segan silu8. Berkebolehan membuat keputusan

dengan cepat dan tepat9. Pantas dalam pergerakan10.Bertolak ansur11.Sentiasa menepati masa12.Boleh menyimpan rahsia

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13.Berfikiran yang terbuka14.Boleh menerima pendapat orang lain

dengan hati terbuka15.Sentiasa berada dalam keadaan aman

dan tenteram16.Tidak ego dan mementingkan diri17.Sentiasa prihatin dan bekerjasama

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FUNCTIONS OF LIAISONOFFICER

1. Escorting and assisting guest upon arrival untildeparture

2.Personal matters• Baggage Clearance• Passport and health clearance

• Accommodation and transport arrangement• Obtaining identity and security passes

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3.Official matters• arranging meetings with counterpart• escorting to the functions• reception and media conference• assisting in meeting business forum

4.Provide necessary details about the events andprogram me:-

• time, place, invitation, departure, arrival etc.• dress code and other attires• protocol-sitting arrangement, detail about

guests, salutation etc.

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5.Attend to specific personal matters wheneverpossible/necessary

• to accompany the guest to social and privatefunction.

• organize private visit/function.

• shopping etc

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TIPS TO BE A GOODLIAISON OFFICER

1.PLAN YOUR WORK• movement and event program

• allocation of resources• alternative working plans and strategies

2.BRIEF AND REVIEW

• make counterpart knows about the plan• constant review to identify weaknesses and

to draw alternative

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3.TEAM-WORK

• work as a team• don’t try to be a superman• get to know your counterpart

4.PERSONALITY• well dressed and looking smart• lively and cheerful

• confidence

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7.TIMELINESS• 1 st to arrive, last to leave• furnish information fast• punctuality

8.COMMUNICATION SKILLS• good simple English/Malay• proper salutation• knows when and what to talk

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DON’T AS LIAISON

OFFICERS

• should not create any situation to causedissatisfaction to the guest

• don’t look low onto the guest – no matterwhat their habits and custom are• don’t say ‘don’t know’ – say ‘I will find out’

• do not put your personal views whenasked about controversial or sensitiveissues

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• don’t guess your answer, get the right

information and answer positively• don’t ever be non -cooperative• don’t ever disappear/sharking

responsibility (MIA)• don’t ever let down your organization and

your country’s reputation

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PREPARATION FORLIAISON OFFICER

1. Getting The Right Information• handouts and information kits• insist on having a briefing

2. Site Visit3.Self Preparation Personality Grooming• hair cut

• uniform and suits• shoes• communication set, note book and pen

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PROTOCOL/LIASIONOFFICER IN ACTION

1. Prior to Arrival• Identify team mate and Minister in attendance

or Senior Welcoming Officials• Transport• Red-Carpet• Military Police on duty• Media and TV coverage

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3. Movement to the hotel

• Arranging motorcade• Allocation of cars• Protocol route4. Arrival at the hotel• Reception upon arrival• Check-in• Lift on standby• Briefing on the visit program me

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5. Departure for functions• Motorcade arrangement• Remind VIP and delegation on movement• Hotel staff on stand-by• Move as scheduled

• Communicate with host for details atfunction/venue

• Introduction to the host upon arrival• Usher to the seat• Be on stand-by for further instruction

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6. Arranging Meetings• Communicate with intended party• Set-up meeting room as required

• Arrange for media coverage7. Departure/Send-off• Clearance of hotel bills and other incidentals

• Early check in at airport and luggage clearance• Gift/Tips• Inform host for send-off• Immigration clearance• Holding room and refreshment• Send-off at Bay bridge – Bye8. Review and Post-Mortem