22.2. Staff Supervised by the Host Country

1. The host country determines the number of other locally engaged staff members needed. These are supervised directly by the host country. Specific job descriptions are as follows.
2. Liaison officers. These staff members must speak and understand English well. They are required to travel in the car assigned to each Governor or Head of Delegation, ADB President’s spouse or partner, Dean of the ADB Institute, Secretary, ADB Board members and any VIPs identified by the host country. As they generally act as facilitators, knowledge of the locality is an advantage. About 85 are required: about 68 for Governors and Heads of Delegations, for ADB Management (2 for the President's office, 6 for Vice-Presidents), 1 for Managing Director General, 1 for the Dean of the ADB Institute, 1 for the Secretary, and 7 for high level guests.
3. The host country may recruit student volunteers or use government officials to serve as liaison officers for each Governor or head of delegation of ADB member countries.
4. A week before the Annual Meeting, the list of LOs is provided to the Board of Directors for forwarding to the Governor or Head of Delegation (or the contact person). Their period of duty begins when the Governor or Head of Delegation registers and ends when he or she departs the host country. The duty hours are from 8:00 a.m. to 6:00 p.m. However, liaison officers may begin their duties earlier if they are requested to accompany the Governor or Head of Delegation to a breakfast meeting. Also, if the Governor or Head of Delegation attends an official event after 6:00 p.m. (e.g., receptions organized by the host country, ADB President, or host minister), the duty hours end when the Governor or Head of Delegation arrives at the venue of the official event.
5. Liaison officers are responsible for ensuring that vehicles assigned for the Governor or Head of Delegation are available, and coordinating with the drivers and transport desk; communicating a variety of information to the Governor or Head of Delegation, and assisting him or her in communicating with local nationals; coordinating with the ADB and host country Secretariats on logistical matters related to the Governor or Head of Delegation; and meeting the Governor or Head of Delegation at the start of the working day at his or her hotel, and assisting the Governor or Head of Delegation into his or her vehicle at the end of official events.
6. The following conditions for liaison officers are to be strictly observed.
   • A liaison officer accompanies a Governor or Head of Delegation within the city limits only. A separate person may be assigned to accompany the Governor or Head of Delegation to the airport or port of exit upon departure. 
   • A liaison officer conducts his or her duties in public areas only and should not be requested to accompany a Governor or Head of Delegation into private areas, such as hotel rooms. 
   • A liaison officer does not accompany a Governor or Head of Delegation for private business, unless agreed in advance. Liaison officers require permission from the host country before accompanying a Governor or Head of Delegation on such a task. 
   • A liaison officer must be provided breaks for meals.
   • A liaison officer should be suitably attired for the role.
   • Liaison officers will bear no financial burden, nor will they give, receive, borrow, or lend money under any circumstances (including making purchases and exchanging currency on behalf of delegation members). 
7. Airport reception staff. These individuals are required to meet arriving delegates at the airport; assist them in clearing travel documents through immigration; assist in collecting baggage and clearing it through customs; and escort delegates to their cars or buses for departure to their hotels. They are also required to assist Governors or Heads of Delegations with their departure arrangements, including helping check in their luggage (Chapter 16. Transport, Parking, and Shuttle Service). The host country should train all airport reception staff including conducting dry-runs.
8. Transport reception staff. The transport desk supervisor and dispatcher must be able to speak and understand English. Drivers must have the ability to understand simple instructions in English. Drivers must be familiar with the routes and directions to all Annual Meeting venues, all hotels, airport(s), venues of all networking events, and hospitals.
   The transport desk operates from 8:00 a.m. to 7:30 p.m. daily from the day onsite registration opens until 4:00 p.m. on the day after the meeting.
   Procedures should be devised for assigning cars to Governors and Heads of Delegations, time schedules, and any restrictions as to use of the vehicles should be communicated to the Governors and Heads of Delegations in advance.
9. Administrative and meeting room arrangements staff. These individuals are required to move various pieces of furniture and equipment; liaise with ADB Secretariat in setting up furniture and equipment in the offices, including the turnover and collection of keys for offices; distribute office supplies and stationery; liaise with concerned staff at meeting venue(s) regarding moving schedules, storage facilities, and security; and coordinate closely with the ADB Secretariat to assist in preparing and setting up meeting hall(s) and rooms for the opening session and business sessions, constituency meetings, press briefings, seminars, and ad hoc meetings. They must have the ability to read, speak, and understand English.
   Their time schedules are drawn up by host country authorities in close coordination with ADB Secretariat; as necessary, they may be required to work irregular or extended time periods.
10. Staff distributing headsets. Usually, at least four to five people are assigned to the distribution desk outside of the main meeting hall. They are responsible for issuing headsets to all participants (at the opening session, for the head table, on the lecterns, and to other participants on request; at the business session, for the head table, Governors' tables, and to other participants on request); devise a form to acknowledge receipt and return of headsets, if required; maintain daily inventory of the headsets, and exhaust all possible means of retrieval after each session; and check meeting hall(s) after each session for missing headsets. They must have the ability to read, speak, and understand English.
    On the day of the opening session, they work from 8:30 a.m. to 12 noon. On the day of business session, they work from 2:00 p.m. to the end of the session. 
11. Help desk staff. For terms of reference, see Chapter 18. Meeting Services.
    
12. Information desk staff. Usually, at least two people are assigned to this desk. They are required to handle inquiries from participants regarding the location of the various facilities connected with the meeting. They must have the ability to speak and understand English, and be familiar with the Annual Meeting schedule, venue plans, and arrangements made by the Annual Meeting Secretariat.
    They work from 8:00 a.m. to 5:00 p.m. daily during the period of the Annual Meeting. Staff members must check with their respective supervisors before leaving their posts to find out whether they are required to work before or after these working hours.
13. Hotel desk staff. This desk is staffed by representative(s) of the housing agent to entertain inquiries and to provide assistance to participants encountering problems with or wishing to change their hotel reservations.
    >For both the hotel desk and the travel and tour service desk, the staff must have the ability to speak and understand English and be familiar with arrangements made by Host Country Secretariat. Both desks are staffed from 8:00 a.m. to 5:00 p.m. daily during the period of the Annual Meeting.
14. Ushers. For the opening session, ushers are assigned to assist participants in locating their seats in the main hall. A minimum of 20 ushers, preferably in uniform, are required. For a few ad hoc meetings (to be notified in advance), two or three ushers are required. All must have the ability to read, speak, and understand English.  Ushers assigned to work at the opening session must be available to attend a two-hour briefing session and rehearsal on the opening session seating arrangements the afternoon before the opening session.
15. The working hours for ushers vary. For briefings (that occur the day before the opening session), the time will be determined. For the day of the opening session, they are expected to work from 8:00 a.m. to 12 noon. For ad hoc meetings, on the day of a meeting, they are expected to arrive 45 minutes to 1 hour before the scheduled meeting and stay until about 30 minutes after the start of the meeting.
16. Travel and tours desk staff. Usually, at least 2 people are assigned to this desk to handle inquiries regarding official networking events and the Tours Program (if any); handle inquiries about local facilities, entertainment, and shopping; and know local restaurants with a brief outline of their specialties, average price of meals, and telephone numbers for bookings. For planning purposes, the host country may wish to ask Tours Program participants to register online or onsite for the program. This will allow the host country to confirm transport, staffing, and lunch arrangements. Staff should be aware of all Tours Program information, such as departure time, expected time of return from tours, and location.
17. Service personnel and technicians. For photocopiers, computers, and printers, these individuals should include experts on Microsoft Office programs for Windows software, general computer support, and the internet. Technical crew on permanent standby are also available to help the ADB Secretariat, including DOC staff, with any internet, computer laptop, hook up, telephone or technical problems, and to attend to technical problems received by the help desk. Staff can be organized by the appointed IT supplier appointed to supply all the IT equipment across the Annual Meeting.
18. Supplies officer. This individual coordinates with the ADB Secretariat on the distribution of stationery and office supplies in different offices and handles the maintenance of stocks of extra supplies to meet any shortages.
19. Security personnel. Refer to Chapter 15. Security and Traffic Control.
20. Medical personnel. Refer to Chapter 18. Meeting Services.

Sample Fiji engagement plan and job descriptions to secure 400 conference personnel (Volunteers) to assist with servicing the meeting rooms, registration, media center, transport, information desks and secretariat.

Sample Host Country support staff Engagement Plan

Sample Host Country Support Staff Job Descriptions