View Vacancy - Events Manager and Social Secretary

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.
Foreign, Commonwealth and Development Office (Policy & Political roles)
Protocol, Visits and Events

The British Embassy in Doha is part of a worldwide network that represents political, economic, security and consular interests overseas and is now looking for an Events Manager and Social Secretary, job grade Administrative Officer (AO).

The successful candidate will effectively manage the official entertainment and engagements for the Ambassador and the wider Embassy, working closely with the Ambassador’s Executive Assistant and key stakeholders across the Embassy. The successful candidate will ensure all official events hosted by the Ambassador are properly prepared and run smoothly, from the invitations to the catering. The jobholder will also act as social secretary for the Ambassador’s wife, and facilitating official social events.

The jobholder is expected, in conjunction with relevant stakeholders, to deliver excellent event organisation, in an effective, efficient, professional, courteous and timely manner. The jobholder will need to be prepared to work outside normal working hours on an ad hoc basis to oversee evening events where needed.  They will be expected to be a self-starter, exceptionally organised and able to maintain budgets. 

The jobholder will also support as necessary the Ambassador’s Executive Assistant, as well as correspondence writing, filing and contact liaison. As part of the chancery team, the jobholder will also be required to support the Ambassador’s outer office by way of administrative assistance.

Duties and responsibilities:

  • Develop a strong set of key contacts and relationships, with the hospitality industry, suppliers, event equipment hire companies, and other organisations.
  • Be the principal point of contact between the Embassy and all hotels in Doha.
  • Coordinate and undertake market research to ensure Value For Money (VFM) is achieved in line with current FCDO guidelines.
  • Write all internal and external correspondence relating to events including, invitations, menus, name cards, invoicing, contracts, terms and conditions and event guidelines/agreements.
  • Act as key point of contact for internal Embassy departments and external parties for all types of events including VVIP/VIP receptions, conferences, parties, fundraising and launch events held either at the Residence or at the Embassy.
  • Ensure the Embassy / Residence income generation targets are met annually.
  • Maintain all financial records for expenditure relating to events, conferences or parties held at the Residence and/or Embassy, ensuring value for money.
  • Work closely with the event host to gain a clear understanding of event objectives and requirements and that this is clearly communicated to all parties involved.
  • Liaise with all Embassy departments as needed to ensure key issues are identified and the type/level of required support is provided.
  • Liaise with the Post Security Manager (PSM) to ensure additional security staff are provided for events and security protocols are captured and advised to all participants as required.
  • Communicate and agree on any restrictions on the provision of alcohol at events.  Liaise with the Residence and Embassy to ensure alcohol stocks are maintained and orders are placed for additional supplies as needed.
  • Facilitate official social events, appointments and meetings as needed for the Ambassador’s wife and de-conflict diaries/schedules as required.
  • Manage and distribute guest lists, send out invitations, accept RSVPs and collate acceptances.
  • Liaise with the Residence and/or event host on menu selection and dietary requirements.
  • Maintain the Residence and Embassy calendar of events.
  • Any other duties as required.

Resources managed (staff and expenditure):

  • Line management of 3x member of staff

The above is not an exhaustive list of duties and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Candidates will need to demonstrate the following Behaviours and Diversity & Inclusion during the interview:

Key Behaviours:

  • Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
  • Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
  • Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
  • Changing and Improving - Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.

Diversity and Inclusion:

The British Embassy Doha has a zero-tolerance approach to any form of bullying, harassment or discrimination and is fully committed to ensuring a safe and inclusive work environment for all.

We are committed to valuing diversity and to equality of opportunity. Our aim is to create and promote an environment in which all staff are treated fairly and with respect, and feel able to contribute to the best of their abilities.

  • Knowledge/ Background/ Certification of Health and Safety practices in the work place.
  • Experience of working strategically with Project Management and Development best practices.
  • Excellent organisational skills and with a keen eye for detail.
  • Experience of leading and managing a diverse team. Demonstrates excellent staff management skills and effective communication skills.
  • Strong analysis, organisational, and time management skills.
  • Flexible, decisive, and resilient under pressure, with a proven track record of delivering results regularly within tight deadlines.
  • Excellent customer care skills and the ability to respond to a range of stakeholders needs.
  • Excellent interpersonal and active listening skills, with the ability to cultivate and maintain a range of contacts at all levels.
  • Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
  • IT literate and well-versed in the use of Microsoft Office applications, particularly MS Excel.
      Changing and Improving, Managing a Quality Service, Delivering at Pace, Communicating and Influencing
      31 May 2023
      Administrative Officer (AO)
      Fixed Term, Full-time
      38
      24 months
      Middle East & North Africa
      Qatar
      Doha
      British Embassy
      1
      QAR
      12,256 plus a transport allowance of 800
      30 July 2023

      Eligibility:

      Applicants must already reside in Qatar and hold the right to live and work there, including those either under spouse sponsorship or be able to transfer an existing sponsorship to the British Embassy. If sponsorship transfer is required, all sponsorship incurred fees shall be borne by the successful applicant. The Embassy cannot guarantee how much cost or time it may take for the process to complete. 

      Working Hours and Remuneration:

      The British Embassy offers a competitive remuneration package, including non-negotiable salary of QR 12,256 per calendar month and transportation allowance of QR 800 per calendar month, paid in arrears. No accommodation and relocation expenses are payable in connection with this position.

      This position is for a full-time employment, on a fixed-term basis for two (2) years, subject to six (6) months’ probationary period.

      Conditioned working hours is 38 hours per week. Embassy working hours are 7:30 a.m. to 3:30 p.m. from Sundays to Wednesdays and 7:30 a.m. to 1:30 p.m. on Thursdays. Due to the nature of the work, some out of hours work, including evenings and weekends, may be required from time to time to support events, conferences and other business engagement.

      The Embassy supports flexible working including working from home for some part of the working week, and is committed to helping its staff maintain a healthy work life balance.

      The Embassy has an active Continuous Professional Development Committee, and the whole of Post is committed to providing the time and resources for staff to develop professionally. The 70/20/10 learning and development model is applied flexibility, with both internal and formal opportunities readily available.

      The successful candidate will need to commence security clearance procedures through the Embassy and will be required to have or obtain the appropriate security clearance before employment commences and maintain this throughout period of employment.

      How to apply:

      Interested candidates must include 1) an updated Curriculum Vitae (CV) 2) motivation essay, in the relevant sections of the online application form, stating how you meet the requirements of the role; and 3) examples, in the relevant sections of the online application form, of how you meet the key behaviours and skills required. 

      Applications that do not include this information will not be considered. 

      Closing date of receiving applications is before 23:55 (Local Time) on 31 May 2023. 

      Applications received after the stated deadline will not be considered. 

      Process:

      The recruitment process, including security clearance, is expected to take around two-three months. The security clearance process includes checks available in country and with UK, dependant on the security level required for the role and the candidates profile and UK footprint. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.

      Appointable candidates who were unsuccessful at interview may be placed on a ‘reserve list’. If during the reserve period of six (6) months the same or a largely similar role becomes available, that role may be offered to the second or subsequent candidate.

      The start date mentioned in the job advert is a tentative start date and the successful candidate will be required to undergo security-vetting procedures. Any offer of employment will be subject to the candidate achieving suitable clearances, medical clearance and reference checks.

       

      The British Embassy Doha is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference. Staff recruited locally by the British Embassy are subject to Terms and Conditions of service according to local Qatari employment law.

      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.