OSEP Organizing an Event Training for Palau Customs
A four day Events Management Workshop that ended on Friday, April 10, 2015 was organized by the Division of Customs at the Customs Main Office Conference Room. The workshop was designed to enhance the management and administrative capacity of Customs involved in planning and preparation for the upcoming Oceania Customs Conference being held from June 22 – 24, 2015 in the Republic of Palau. In order to have a successful conference, a lot of planning and preparation is needed for this event and if this conference is not planned well, problems will show up during and after this conference.
Ms. Jubilee Kuartei, Coordinator for the Micronesian Region (Zone 1), representing the Oceania Sports Education Program (OSEP), Oceania National Olympic Committee (ONOC) was able to facilitate this workshop based on the request from Customs Chief John Tarkong Jr. Although Ms. Kuartei is used to developing administrative and management workshops for sports federations and the community, according to Kuartei, the relevant framework and principles also apply to many organizations to include the private, public and government sectors. For this reason, Tarkong was able to request for assistance from OSEP to assist our management staff by helping us organize the committee and determine the tasks and plans necessary in preparation for this upcoming conference. Having attended other management courses organized by OSEP in the past, Tarkong realized the benefits of this course and the impact it would have on Customs.
The outcome of this workshop enabled the participants to identify a clear structure, how to conduct effective meetings, how to schedule meetings, establish communication network, develop a work plan with timelines and resources and identify the roles and responsibilities of the organizing committee.
Ten supervisors from Customs participated in the workshop. The participants were able to develop action plans that enabled them to enhance the delivery and quality of services during the conference. The participants realized that it was important to come together in the beginning, to be committed by being present and on time during the workshop and that teamwork and cooperation was the key to success. The workshop enabled the participants to overcome the shortfalls in governance, structure, finance, and other areas. The participants looked at the skills and experiences of each participant and we were able to decide and determine who should be responsible of certain committees. Once that was established, the participants were able to identify their roles, expectations, responsibilities, human resources, costs and timeline to complete each action. The commitment and level of expectation of each participant was realized and made clear in terms of planning and the participants were able to bring ideas together for the purpose of this conference. Strategies were identified and this meant that there were a lot of things to manage to include the human, physical and financial resources. We practiced how to run an effective meeting, role playing, and established how to communicate and meet the timeframes provided on the work plan.
The Director, Bureau of Revenue, Customs & Taxation (BRCT), Mr. Rhinehart Silas, was invited to the session on Wednesday to observe and ask questions from the participants involved in the workshop. This was an opportunity for the Director to see the areas that we would need assistance on and the efforts and actions being taken by each participant to organize the conference.
The workshop delivered a shared understanding of our respective roles and responsibilities and how we can work together to achieve our goal of implementing a successful conference. The Division of Customs is most grateful to Ms. Kuartei for taking the time to facilitate this workshop for Customs and most of all our participants who were able to gain much from the workshop.