View Vacancy - DXB - Embassy Events Officer A2(L)

The British Embassy Dubai is looking for an Embassy Events Officer to work in the Consul General’s Office.

The jobholder will be responsible for the design and delivery of a wide range of events hosted by the Consul General, coordinating all aspects of event management for the Consul General’s Residence and the Embassy’s large outdoor event spaces, as well as occasional use of events hosted by the Embassy at other venues.

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, including the Department of International Trade (DIT), Devolved Administrations, GREAT Campaign, and other UK organisations, as well as external partners.

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

As a key member of the Consul General’s outer office, the jobholder will also be required to provide wider administrative assistance, including cover for the Consul General’s Executive Assistant, and may also take on other project-based tasks. This is most likely during the absence of colleagues and during periods of the year when there may be fewer large events.

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

Duties and responsibilities:

• Planning - 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. Monitoring of performance against Post Entertainment Plan targets, including meeting income generation targets. Contribute to the annual review and updates to the Entertainment Plan.
• Delivery - Guide internal and external partners and suppliers through all stages of event delivery, including protocol for VIP participation, pre-event inspection visits, explanation of facilities and all Embassy requirements, including charges, contracts, insurance, security, invitation format, timings for guest list hand in/ security requirements. Supervision on site during events, including for liaison with suppliers, and meeting, greeting, and escorting guests as needed.  Management of guest lists, including replies/ confirmations. Quality control at all stages.
• Resource management, supplies, and record keeping - Maintain accurate budget profiles and records of all event-related spend, including income from partners, inventories of Residence supplies, and records of events, including numbers of guests, databases, etc. Ensure proper arrangements are in place for provision of alcoholic and non-alcoholic drinks. Help ensure income generation targets are met and auditable standards of contract management are maintained.
• Contact and supplier management - Maintain a strong set of key contacts and relationships with the hospitality industry, suppliers, event equipment hire, and others. Internally, work effectively 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.

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 at 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, contracts, 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 command of spoken and written English
• Excellent interpersonal and communication skills with strong customer focus
• Strong IT skills including Excel, Word, PowerPoint and web-based packages