View Vacancy - Events Officer (AUT21.448)

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 in Vienna is part of a network, representing British interests overseas. We are looking for an Events Officer.

 

The Events Officer plays a key role delivering high quality events and providing excellent service at the British Ambassador’s Residence and other locations.  These events directly support delivery of the British Embassy’s objectives of promoting and strengthening UK-Austria relations and the UK’s multilateral UN and OSCE objectives.

The role involves managing the official entertainment of and engagements for the Ambassador and the wider Embassy/Three-Missions, 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 are properly prepared and run. The jobholder is expected to be a self-starter, to deliver excellent event organisation, in an effective, efficient, professional, courteous and timely manner.  This is a highly rewarding position with a requirement for creativity, innovative original ideas, excellent organisational skills, flexibility and flair.

 

Main Duties and Responsibilities:

  • Helping to devise, design, plan and deliver innovative, imaginative, elegant and impactful events (including major events, cultural events, dinners and receptions, and smaller-scale breakfast, lunch, and tea events, seminars, workshops) hosted by the Ambassadors or the various sections across the Three-Missions;
  • Project Management for the annually held Queen’s Birthday Party (2022 Platinum Jubilee);
  • Develop a strong set of contacts and relationships, with the hospitality/catering industry and event equipment hire companies. Coordinate market research to ensure Value For Money is achieved in line with current FCO guidelines. This is particularly relevant in terms of the temporary relocation of the Ambassador’s Residence and requirement to entertain in other locations during this time;
  • Manage the budget for Residence events, compiling, forecasting, projecting, monitoring spending, and keeping accurate accounts, consistently ensuring value for money for all events whilst maintaining a high standard;
  • Devising and delivering on guest lists to ensure diverse, impactful and interesting guests attend Residence/Embassy events, in support of Embassy objectives, working closely with others, as above, helping to develop the Embassy’s network of contacts;
  • Maintaining and developing effective systems for all events, including a comprehensive contacts database, and records of events organised, guest lists, attendee numbers, table plans, menus and entertainment tailored to the requirements of particular functions, producing statistics as required; maintaining up-to-date guidance on the use of the Residence for Embassy colleagues and external parties;
  • Cover, as needed, for the Residence Manager and supporting the experienced Residence staff.
  • Fluent written and spoken English and German (C1 level according to the Common European Framework of Reference for Languages);
  • Minimum 3 years’ experience of event planning and management within a 5* hospitality operation (international standard hotel, diplomatic residence, Embassy or equivalent), delivering outstanding customer service experience;
  • Proven ability to plan, manage and deliver successful events, multi-tasking and working calmly under pressure, with a focus on attention to details;
  • Excellent communication and interpersonal skills for engagement with senior stakeholders and strong team player;
  • Good project management, negotiation, organisational and problem solving skills;
  • Experience in managing financial budgets and resources effectively and liaison with external commercial partners;
  • Ability to deal with sensitive issues;
  • Willingness to work flexibly, including in the evenings, and (rarely) at weekends. The Embassy operates a comprehensive flexible working policy and offers Time off in Lieu of additional hours worked to ensure a fair work/life balance.
  • Experience in managing MS Office, Databases.
2 November 2021
Administrative Officer (AO)
Fixed Term, Full-time
35
24 months
Europe, Eastern Europe & Central Asia
Austria
Vienna
British Embassy
1
EUR
3194
1 December 2021

This is a country based staff position in the British Embassy Vienna; it is not a diplomatic designated position. The position is subject to the terms and conditions of British Embassy employees.

 

This is a full-time (35 hours per week) contract for 24 months with possibility of extension by mutual agreement. Working hours are flexible and staff are entitled to time-off-in-lieu for extra hours worked. The annual leave entitlement is 25 days per year pro rata and the Embassy also enjoys 14 Austrian / UK public holidays per year and we are committed to ensuring a work / life balance.

The successful candidate will be subject to confirmation of a background check and security clearance. It is the applicant’s responsibility to ensure they are legally able to work in Austria. The Embassy is not able to assist with any visa or sponsorship arrangements.

 

The monthly salary will be € 3194 gross, payable 14 times a year. Please note that UK nationals will receive their salary net, minus the deduction of an equivalent level of Austrian (UK) tax retained at source. Further information on this will be given to candidates during the recruitment process. All other nationals will receive paid their salary minus social insurance deductions and are expected to comply with Austrian tax obligations through completion of a tax return to the Austrian authorities.

 

Staff recruited locally by the British Embassy are subject to terms and conditions service according to Austrian employment law.

 

Visa / Passport requirements: Candidates must currently hold the independent right to live and work in Austria and be prepared to ensure that right remains throughout the scope of the contract. Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country.

Please note that the deadline for applications is 23:55 on the day mentioned in the above field “Application deadline”.

 

We advise you to allow enough time to complete and submit your full application, since only applications completed and submitted before the deadline will be considered.

 

Please be aware that the deadline for submitting applications is considered to be the time zone for the country where the vacancy has arisen.

 

Please be advised that the British Embassy will not be able to meet the travel costs incurred when travelling to the interview, nor the costs connected with relocation if offered a position.

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.