Protocol Specialist

Spektrum Management Group; Norfolk (VA); On-site; USD 70,000 - 110,000; Full time

Job summary

Spektrum Management Group in Norfolk, VA, seeks a Protocol Officer to support NCIA-related missions and NATO-aligned activities. You will liaise with local authorities, manage VIP visits, and coordinate conferences, ceremonies and DV programs to ensure smooth operations.

The role requires experience in NATO or equivalent environments, strong planning skills, and proficiency with protocol software and data tools. You will work independently with minimal supervision and may require extended hours.

Qualifications

• Experience in an international military or governmental agency protocol environment.
• Experience on major joint or international military staff that includes planning of high-level events such as Conferences, Exercises, Seminars, Ceremonies and high level visits (Preferably within NATO).
• Familiarity with NATO Protocol standards.
• Excellent organizational and communication skills.
• Experience in managing complex schedules.
• Experience in Management of electronic registration using Cvent.
• Experience in Management of protocol software i.e. SocialTables.
• Experience in Management of electronic seating plan drawing tools i.e. Autocad.
• Experience on Database managing tools (Microsoft Access).

Responsibilities

• Acting as focal liaison point with Local Authorities.
• Developing and maintaining the VIP database.
• Planning, preparing, and executing all conferences, exercises, seminars, ceremonies, and VIP visits to HQ SACT.
• Personally meeting and escorting visitors and dignitaries on arrival and during visits.
• Preparing and executing an effective DV programme with event schedules, briefings, luncheons, tours, accommodations, and transport.
• Providing advice on diplomatic formality, precedence, and etiquette.
• Coordinating National Day Flag Raising Ceremonies with Marine Corps and Band support and guests of honour.
• Maintaining alphabetical biography books of NATO officials and DVs.
• Serving as SME on protocol planning software inside the Protocol Branch and for HQ SACT missions.

Skills

International environment

Protocol experience

Event planning

High-level briefing

VIP coordination

Cvent

SocialTables

Autocad

Microsoft Access

Education

College degree

Tools

Cvent

SocialTables

Autocad

Microsoft Access

Job description

Spektrum supports apex purchasers (NATO, UN, EU, and National Government and Defence) and their Tier 1 supplier ecosystem with a wide range of specialist services. We provide our clients with professional services, specialised aerospace and defence sales, delivery, and operational subject matter expertise. We are looking for personnel to join our team and support key client projects.

Who we are supporting

The NATO Communication and Information Agency (NCIA) is responsible for providing secure and effective communications and information technology (IT) services to NATO's member countries and its partners. The agency was established in 2012 and is headquartered in Brussels, Belgium.

The NCIA provides a wide range of services, including:

• Cyber Security: The NCIA provides advanced cybersecurity solutions to protect NATO's communication networks and information systems against cyber threats.
• Command and Control Systems: The NCIA develops and maintains the systems used by NATO's military commanders to plan and execute operations.
• Satellite Communications: The NCIA provides satellite communications services to enable secure and reliable communications between NATO forces.
• Electronic Warfare: The NCIA provides electronic warfare services to support NATO's mission to detect, deny, and defeat threats to its communication networks.
• Information Management: The NCIA manages NATO's information technology infrastructure, including its databases, applications, and servers.

Overall, the NCIA plays a critical role in ensuring the security and effectiveness of NATO's communication and information technology capabilities.

The program

Assistance and Advisory Service (AAS)

The NATO Communications and Information Agency (NCI Agency) is NATO’s principal C3 capability deliverer and CIS service provider. It provides, maintains and defends the NATO enterprise-wide information technology infrastructure to enable Allies to consult together under Article IV, and, when required, stand together in the face of attack under Article V.

To provide these critical services, in the modern evolving dynamic environment the NCI Agency needs to build and maintain high performance-engaged workforce. The NCI Agency workforce strategically consists of three major categorise's: NATO International Civilians (NIC)'s, Military (Mil), and Interim Workforce Consultants (IWC)'s. The IWCs are a critical part of the overall NCI Agency workforce and make up approximately 15 percent of the total workforce.

Role ID - 25-01-C-LC17-R1

Role Responsibilities

They shall perform under the direction of the COTR the following duties that include, but are not limited to:

• Acting as focal liaison point with Local Authorities.
• Developing and maintaining the VIP database.
• Planning, preparing, and executing all conferences, exercises, seminars, ceremonies, and VIP visits to HQ SACT.
• Personally meeting and escorting visitors and dignitaries (as required) on their arrival and accompanying them through various phases of their visits.
• Preparing and executing an effective and comprehensive DV programme. Responsible for creating schedules of events, including briefing arrangements, luncheons, ship and base tours, accommodations, transportation, and all details.
• Providing advice and training on matters relating to the customs and regulations governing diplomatic formality, precedence, and etiquette.
• Supporting the execution of numerous National Day Flag Raising Ceremonies, including coordination of Marine Corps and Band support, guests of honour, gifts, and various other details.
• Maintaining alphabetical biography books of NATO officials and all DVs.
• Serve as SME on all matters regarding protocol planning software applications inside the Protocol Branch and for events in support of HQ SACT mission requirements.

Essential Skills and Experience

• Experience in an international military or governmental agency protocol environment.
• Experience on major joint or international military staff that includes planning of high-level events such as: Conferences, Exercises, Seminars, Ceremonies and high level visits (Preferably within NATO).
• Familiarity with NATO Protocol standards.
• Excellent organizational and communication skills.
• Experience in managing complex schedules.
• Experience in Management of electronic registration using Cvent.
• Experience in Management of protocol software i.e. SocialTables.
• Experience in Management of electronic seating plan drawing tools i.e. Autocad.
• Experience on Database managing tools (Microsoft Access).

Desirable Skills and Experience

• External of NATO Protocol Course Certificate desired, NOT essential.

Other Considerations

• Ability to work independently, proactively, and resourcefully on several tasks at one time with minimum supervision.
• Present a mature, professional appearance; interact well with others in International environment.
• Advanced knowledge of word processing, spreadsheet, project management, and graphics software.
• Protocol Officer Course or equivalent formal training.
• Portfolio, Programme and Project management (P3) course is desirable.
• Previous experience working with Flag/General Officers or equivalent is desirable.
• Foreign Language proficiency, particularly French is desirable.
• Ability to work outside of normal working hours to include weekends and evenings, often on short notice.
• Attendance at the NATO Protocol Course, NATO School of Oberammergau is mandatory in the first six months. Tuition and travel shall be provided and therefore not included in the bid price.

Education

• College degree or similar national academic qualification is required. 5 years of equivalent military or professional experience in a protocol or similar environment can be used as a substitute(s) for a university degree.

Language Proficiency

• Advanced Proficiency in English.

Security Clearance

• Valid National or NATO Secret personal security clearance