View Vacancy - SRR - Part-time Events and Facilities Coordinator A2(L)

The British Embassy Riyadh has a vacancy for a Part-Time Events and Facilities Coordinator on a fixed-term contract of one (1) year.

The jobholder will assist the Corporate Entertainment and Residence Manager in arranging events in the Residence and other venues and line manage Residence staff. You will also deputise for the Corporate Entertainment and Residence Manager in times of absence.

Duties and responsibilities:

• Assist the Corporate Entertainment and Residence Manager and liaise with colleagues regarding the planning and execution of events at the Embassy.
• Assist on internal Embassy events, working with internal and external contacts, organising and co-ordinating requirements (including catering requirements, layout of event, staffing, etc.).
• Assist the Corporate Entertainment and Residence Manager in arranging the Ambassador’s events at the Residence. This will include working outside of office hours and being present to ensure smooth running of event.
• Manage the Embassy events diary and maintain Chancery contacts database. Manage guest lists and invitations.
• Seek and process feedback after events. Produce reports of Embassy events.
• Work closely with organisations, companies, and other associations which use the Residence as a venue for functions, generating revenue for the Embassy where appropriate.
• Lead on health and safety for events and the Residence.
• Assist the Corporate Entertainment and Residence Manager with the day to day running of the Residence to a high standard of efficiency and professionalism, in keeping with the Foreign and Commonwealth (FCO) guidelines on Residences.
• Liaison with the guards, gardener, and other service providers.
• Manage the Embassy facilities to ensure they are kept to an exceptional standard. Responsible for Residence inventories and works requests, including liaison with the Embassy’s Corporate Services (CS) Team over maintenance needs and procurement of necessary furniture and equipment.
• Assist with accounting for all expenditure and costing each event individually.
• Work with the Corporate Entertainment and Residence Manager to produce monthly forecasts of expenditure for the Residence.
• Provide procurement and maintenance support for office equipment, stationery and consumables, processing requisitions and purchase orders, and other supplies and services.
• Produce a weekly schedule for the Residence team.
• Supervise external casual staff alongside Embassy-based staff for representational events and manage overtime rota for all event support staff.
• Deputise for Corporate Entertainment and Residence Manager during periods of absence.
• Participate in the Embassy emergency planning and any response to a crisis.
• Any additional requests provided by the Residence and Events Manager/ CS team.

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

Key competencies 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.
• Making Effective Decisions - Being objective; using sound judgement, evidence and knowledge to provide accurate, expert and professional advice. Showing clarity of thought, setting priorities, analysing and using evidence to evaluate options before arriving at well-reasoned justifiable decisions.
• Leading and Communicating - Leading from the front and communicating with clarity, conviction and enthusiasm. Managing and engaging with people with honesty and integrity, and upholding the reputation of the organisation.
• Demonstrating Resilience - Being aware of the impact you have on yourself and on others, and showing support for others with a pragmatic attitude, perseverance and resolve. Being able to manage in a wide variety of circumstances and locations and, with appropriate support, to recover from challenges and setbacks.

• Previous experience working in events and facilities management role;
• Ability to prioritise own workload and meet deadlines, without compromising the quality of the work;
• Collaborative approach to colleague and stakeholder partnerships. Ability to maintain a range of contacts to build effective working relationships;
• Resourcefulness in solving problems and demonstrates good judgement;
• Courtesy and consideration in dealing with telephone callers and other stakeholders;
• Ability to work autonomously and carry out routine work with minimal supervision in a fast-paced and changing environment;
• Excellent communication skills in, both verbal and spoken;
• Strong IT skills and literacy in Microsoft Office applications (MS Word, Excel, PowerPoint, and Outlook). Competence in email, diary, and calendar management.