View Vacancy - Events and Visits Officer

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Other British Government Departments (Partners across Government, including UK Visas)
Chancery

The Role 

The British Embassy in Bahrain has a vacancy for a full time Events and Visits Officer to organise and coordinate all official Embassy events, including at the Ambassador’s Residence. The job holder will also play a key role in supporting all official and VIP visits.  


Duties and Responsibilities

 Manage & Coordinate Events:

  • Manage event schedule, working with the Ambassadors office (official diary) and residence (personal diary) to ensure no conflicts in timing of events.
  • Manage events of external stakeholders being held in the Embassy, working closely with Embassy colleagues.
  • Organise all logistics of the events taking place at the Residence & Embassy in liaison with colleagues in advance, preparing function forms and organising event briefings for each event
  • Lead Residence staff briefings giving an overview of scheduled events,
  • Ensure events run smoothly and any issues are tackled quickly and effectively.
  • Take Responsibility for producing and managing guest lists and invitations for each event, as well as developing and maintaining a master contact list ensuring it is kept up to date.
  • Support the Events Committee for Embassy wide events such as the QBP and Christmas Carols as well as organise Embassy participation at external  events.
  • Maintain good contacts with existing caterers and service providers and build relationships with potential new suppliers.

Event Resources & Staff:

  • Liaise with relevant staff  on catering requirements with particular regard to cost and specific food requirements
  • Work with relevant staff  to ensure that food suppliers are providing the best quality and value for money.
  • Support the management of residence staff including on administrative requirements. 
  • Management of the Embassy alcohol store 

Events Financials:

  • Effectively manage the budgets and financial administration for all relevant events, including invoicing

Visits Officer:

  • Drafting & Issuing Diplomatic Notes on events and visits.
  • Assisting with arranging and finalising programmes for inward visits
  • Assisting with arranging the official calls contained in all inward visit programmes.
  • Liaising with Embassy colleagues to support the logistics of visits
  • Producing and printing visit programme booklets.
  • Maintaining a record of all visit programmes

Other:

  • Work on any additional adhoc duties as and when required.
  • Cover HMA and DHM PA when absent.

Competences Required

  • Delivering at Pace: Effectiveness in this area means focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes.
  • Collaborating and Partnering: creating and maintaining positive, professional and trusting working relationships with a wide range of stakeholders to help get business done.
  • Making Effective Decisions:  Demonstrate accountability and make unbiased decisions. Examine complex information and obtain further information to make accurate decisions.
  • Changing and Improving:  It is about being open to change, suggesting ideas for improvements to the way things are done, and working in smarter, more focused ways.
  • Managing a Quality Service: Effectiveness in this area is about being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements.
  • Delivering Value for Money: Delivering value for money involves the efficient, effective and economic use of taxpayers’ money in the delivery of public services.

Skills Required 

Language requirements: 

1. English : Fluent written and oral

 Essential

1) At least two years relevant work experience.

2) Advanced Word, excel and diary management skills.

3) Must have excellent organisational and problem solving skills.

4) Must be a clear and thoughtful communicator.

5) Must be flexible, including in terms of out of hours working when required

1) Knowledge of Arabic language
25 March 2017
Administrative Officer (AO)
Full-time
35
Middle East & North Africa
Bahrain
Manama/Bahrain
British Embassy
1
BHD
800
27 April 2017

Benefits

A non-negotiable monthly salary package of 800 BHD as well as private medical insurance, a leave entitlement and training package. Specific training and mentoring for the role will be provided for the successful candidate.  This may include training in London and the region.   

Flexibility will be required on the working hours, including providing leave cover, but the usual working pattern will be Sunday to Thursday 0730 - 1430.

No accommodation or relocation expenses are payable in connection with this position.

The successful candidate will be subject to a 3 month probationary period and will need to commence security clearance procedures through the Embassy as soon as possible. Employment offers are subject to successful clearance of pre-employment checks.

Eligibility

The successful applicant will be required to obtain the necessary security clearance. Higher clearances can be granted only to certain nationalities. For this reason, candidates must be of British, American, Australian, Canadian or New Zealand nationality in order to gain the level of clearance required.

Application Process

Interested candidates must attach the following documents when applying online. 

1. An updated Curriculum Vitae including three references.  

2. Please provide examples of performance in each competency on the motivation section of the online application form.

3. A covering letter stating why you feel you have the necessary skills to perform well in the above role.

The closing date for applications is Saturday 25th March 2017. 

Applications received after the stated deadline will not be considered.  

Process 

The recruitment process, including security clearance, is expected to take around two months.  

Due to the large amount of applications the Embassy receives only those shortlisted for interview will be contacted.  

The successful candidate will be required to undergo security vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances.

 

The British Embassy Bahrain is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.

Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.