The British Embassy in Doha has a vacancy for a Events Manager & Social Secretary, Grade A2 (L) position.

Objective:

To 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 also work closely with the Residence Manager to ensure all official events hosted by the Ambassador are properly prepared and run smoothly, from the invitations to the catering. The job holder will also act as social secretary for the Ambassador’s wife , facilitating official social events, appointments and meetings as needed.

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.  He or she 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, manage the Ambassador’s diary and travel arrangements, as well as correspondence writing, filing and contact liaison. The jobholder will cover for the Ambassador’s Executive Assistant during her absence. As part of the chancery team the jobholder will also be required to support the Ambassador’s outer office by way of administrative assistance.

Main 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 FCO 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 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 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.
• Act as social secretary to the Ambassador’s wife, facilitating official social events, appointments and meetings as needed and deconflict 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.
• Provide administrative support to the Ambassador’s office, provide cover for the Ambassador’s Executive Assistant during periods of absence, including proactive diary management, correspondence, filing, and travel arrangements.
• Liaise with government Ministries and other Missions, appointment setting, responding to invitations, producing daily and forward programmes and assistance with visit programmes.
• Manage the distribution of Ambassador’s events invitations, Eid cards and other formal greetings as necessary.
• Any other duties as required.

Key Competencies:

• 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 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: It is about working collaboratively, sharing information and building supportive, responsive relationships with colleagues and stakeholders, whilst having the confidence to challenge assumptions.
• Changing and Improving: People who are effective in this area are responsive, innovative and seek out opportunities to create effective change. This is about creating and contributing to a culture of innovation and allowing people to consider and take managed risks.

Essential:

• Must have excellent spoken and written English (minimum IELTs 7).
• Good self-management, organisational and customer service skills.
• Competent IT skills
• The ability to work well both independently and as part of a team at times under pressure.
• Flexible and positive approach to working in a forward thinking, modern and motivated organisation.