Passages, Protocol and Events Management Unit
The Passages, Protocol and Events Management Unit is responsible for providing protocol services and managing events in accordance with the University's policies and practices, and international best practices and conventions. The Unit collaborates with Public Relations Unit to manage the University's relations with its key publics. This Unit handles matters concerning courtesies and hospitality and official overseas travel of members of the University Community. The Unit also arranges and organises logistics for official University functions.
The functions of the Unit include:
- Coordinate and manage all university events in line with the University's best practices and tradition as well as ensure guests are given due recognition at such events
- Ensure proper arrangement of venue for university events
- Draw up programmes for events
- Ensure that all university corporate guests are well received with utmost courtesies and arrange for guided tours where necessary.
- Plan, arrange, coordinate, and follow up on all corporate meetings with key stakeholders
- Make travelling arrangements such as visa acquisition, booking flights, planning itinerary and accommodation for university officials
- Liaise with and receive important guests of the university
- Arrange accommodation for the University's guests
- Provide manciple services
- Liaise with employee relations to facilitate the fulfillment of the obligations of the University on occasions such as retirement and death
- Facilitate acquisition and renewal of alien's registration and work permit
- Liaise with other relevant organs of the University to ensure a successful organisation of all university events
The Sections
Protocol and Events Management section
The Events Management Section is responsible for developing and implementing comprehensive event management services in collaboration with other relevant Faculties, Departments, Divisions, and Units of the University to promote a good image. The Events section is generally responsible for field preparation, event set-ups, concurrent event management, and event take-down. Key functions of the Events Management section are:
- Supervise and participate in the set-up and take-down of all events and special programmes of the University in collaboration with relevant outfits
- Liaise with relevant outfits such as Operations Division, Security Directorate, Grounds, faculty staff, event organisers, and custodial staff to ensure effective and professional event management.
- Track and record hours spent on each event
- Serve as inventory control for event management materials
- Prepare and survey facilities for events
- Prepare all necessary site materials and venues for efficient, safe, and service-oriented events
- Supervise and manage every event, on and off-campus activities
- Liaise with faculty, departments and Units to ascertain their exact requirement for events
- Coordinate venue management of events
- Identify and secure speakers or special guest(s) to events
- Prepare packs and papers
- Liaise with other members of the Division to promote the event
- Liaise with graphic design to create a brand for the event, posters, banners, and brochures among others
- Handle all logistical needs for events
- Coordinate troubleshooting on the day of the event to ensure everything runs smoothly
Passages Section
The Passages Section generally deals with documentation and matters concerning consular/immigration services, work permits, and travelling arrangements of university officials. Its core functions are to:
- Assist staff to acquire and renew travelling documents
- Facilitate the acquisition of diplomatic and service passports and making travelling arrangements such as visa acquisition and booking flights for principal officers
- Serve as a liaison between the university and embassies/consulates
- Facilitate acquisition and renewal of alien's registration and work permit
- Facilitate the acquisition of visas for official travels
Household/Catering/Reservation Services Section
This section is responsible for making reservations and receiving official guests of the University by liaising with providers of catering and hospitality services to provide essential services to dignitaries (guests) of the University, courtesy requirements of principal officers, and staff on official duties out of the University. It also provides catering and hospitality services at official University events. Its core duties include:
- Arrange accommodation and other services for staff on official duties and University guests
- Receive and host official guests
- Liaise with Protocol and Events management section to organise events at which guests may perform special functions
- Create and submit event arrangements with regard to meal preparation and delivery
- Plan menu with event organisers to ensure all meals meet the expectations of guests
- Coordinate/facilitate the transport meals and associated items to the event venue
- Coordinate/supervise the serving meals and beverages to event attendees
- Consult with organisers about meals or headcount changes prior to the event
- Inspect final arrangements with service providers to ensure satisfaction
- Ensure no food, plates, beverages or other detritus remain behind after events
- Submit invoices in accordance with the University's policy
- Communicate with event coordinator(s)