View Vacancy - DXB - Events and Support Officer A2(L)

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 (Operations and Corporate Services)
Protocol, Visits and Events

The British Embassy Dubai is looking for an Events and Support Officer.

The jobholder will be responsible for the design and delivery of a wide range of events hosted by Her Majesty’s Consul General (HMCG), coordinating all aspects of event management for the Consul General’s Residence and the Embassy outdoor space, and providing event support to departments across the post.

This is a challenging and rewarding role at the heart of the Embassy’s external-facing activity. It requires flexibility and creativity to deliver events with diverse themes varying from small discussion events and official entertainment over small lunches and dinners, to large-scale outdoor events which may have several hundred guests. You will work closely with teams across the Embassy as well as external partners.

The role requires excellent organisational skills and the ability to work effectively with a wide range of stakeholders inside and outside the Embassy to ensure highly professional and efficient delivery of events and a positive experience for all guests, who can include very senior guests from the UK and the UAE.

The jobholder will also provide wider administrative assistance, including diary support to the Deputy Consul General and support to other members of the Senior Leadership Team where required, and will support the delivery of VIP visits to the UAE.

The nature of the role requires attendance on site during evening events, for which an attractive flexible working package is offered.

 

Duties and responsibilities:

  • Organise all events at the Residence and events in the Embassy’s outdoor space, including meals, roundtables and events. Work closely with those requesting events to gain a clear understanding of event objectives and requirements. Ensure that the Residence is used correctly for entertaining, supporting the objectives of the Embassy. Be the “front of house” for the Residence events, greeting guests, ensuring that they are well served.
  • Maintain forward calendar of events and associated detailed guidance for internal and external partners and suppliers supporting event delivery, taking full account of UK government guidance and best practice. Timely communication of plans and opportunities, including proactive identification of challenges to maintain high standards of delivery during busy periods.
  • Make accurate budget profiles and records of all event-related spend, including income from partners, and help ensure income generation targets are met. Maintain records of events, including numbers of guests, databases, etc. Maintain inventories of Residence supplies. Ensure provision of tea, coffee, and other basic supplies for hosting meetings including breakfast meetings; help maintain an inventory of Residence stocks of alcoholic and non-alcoholic drinks and ensure orders for replenishment are made in good
  • Develop a strong set of key contacts and relationships with the hospitality industry, suppliers, event equipment hire and others. Internally, work effectively with the Consul General and their family to ensure they have full sight of events happening in the Residence, with the Post Security Manager to ensure all security requirements are met, and with Embassy Communications and Corporate Services teams on all aspects of delivery.
  • Organise invitations, manage RSVPs, and produce guest lists. Ensure RSVPs are correctly recorded and communicated to relevant stakeholders.
  • Produce table cards, menus, and table plans in advance of events at the Residence. Manage the set-up of events including arranging catering, delivery of additional tables and chairs or other equipment where needed, and ensuring appropriate crockery and linen are available and tables are laid properly. Assist with other aspects of event organisation and delivery as necessary, including at the event.
  • Write correspondence, including all external correspondence relating to events, as well as some in-house correspondence to include invoices, contracts, terms and conditions and event guidelines.
  • Provide administrative and diary support to the Deputy Consul General, as well as ad-hoc support to the wider team and to the Consul General’s Executive Assistant when needed.
  • Support the delivery of VIP visits to the UAE.

The above list is not exhaustive and may be subject to change and the jobholder will be required to be flexible and take on other tasks as required, including participating in the Embassy’s emergency planning and any response to a crisis.

 

Key competencies required:

  • Leading and Communicating - Effective leadership of event planning and delivery, with a particular focus on timely communication to all involved, including event organisers, service providers and Embassy colleagues. Proactive anticipation of challenges, escalating these as necessary.
  • Collaborating and Partnering - Working collaboratively, sharing information and building supportive, responsive relationships with colleagues and stakeholders whilst having the confidence to challenge assumptions. A high standard of interpersonal skills is essential, particularly when working under pressure during events, which may involve very senior guests.
  • Managing a Quality Service - Being organised to deliver service objectives and striving to improve the quality of service, taking account of diverse customer needs and requirements. Attention to detail is essential, particularly on external communication, invitations, detailed event timetables, and financial and security arrangements.  Also proactive identification and anticipation of problems, taking action to tackle these, including prompt escalation where required.
  • Delivering at Pace - Focusing on delivering timely performance with energy and taking responsibility and accountability for quality outcomes. Working to agreed goals and activities and dealing with challenges in a responsive and constructive way. Requires resilience to help keep all aspects of large events on track.
  • Excellent organisational skills, ideally including event management.
  • Experience of working within an international environment.
  • Excellent interpersonal and communication skills with strong customer focus.
  • Excellent communication skills in English, both verbal and spoken. Able to express ideas and messages clearly and concisely, both orally and in written communication.
  • Strong IT skills and in using MS Office applications (Outlook, Word, Excel, PowerPoint, Teams) and internet applications.
  • Previous knowledge of UK Government operations and priorities
  • Knowledge of Dubai-based suppliers and local ways of working
  • Arabic language is not required, but some knowledge would be an advantage
2 November 2021
Administrative Officer (AO)
Full-time, Permanent
38
Middle East & North Africa
United Arab Emirates
Dubai
British Embassy
1
AED
11,363
12 December 2021

The Embassy aims to offer an attractive working environment and remuneration package for this role, including: 25 days of leave per annum; on-site swimming pool, gym, and sports facilities (subject to COVID-19 restrictions).

Salary is at AED 11,363 per month.

There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.

Conditioned working hours are 38 hours per week. Standard working hours are from 07:30 to 15:06, including a lunch break of 36 minutes, from Sunday to Thursday.

The jobholder will be required to be flexible in their approach to hours worked as these will be dictated by operational needs and may involve working outside of normal office hours (evenings/ weekends). Flexible working arrangements may be considered based on operational requirements and agreement with the line manager, and in line with FCDO and Embassy policies.

The successful candidate will be required to transfer their visa under the Embassy's sponsorship.

How to apply:

Interested candidates must attach 1) an updated Curriculum Vitae (CV) and 2) a covering letter/ motivation essay of no more than 500 words stating how you meet the requirements of the role.

Your application must also include examples of when you have demonstrated the required competencies in the Competence Based Questions section of the online application form.

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

Closing date for applications is at 23:55 (UAE local time) on 02 November 2021.

Applications received after the stated deadline will not be considered.


Process:

The recruitment process, including security clearance, is expected to take around two months. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.

Due to the large number of applications we receive, only those shortlisted for the next step of the recruitment process will be contacted. Interviews will be done remotely if the existing situation determines this to be the right course of action.

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. 

 

The British Embassy Dubai 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.