View Vacancy - CPK - Visits and Events Officer, A2(L)

An opportunity has arisen for an enthusiastic, pro-active, and resourceful person to join our Ministerial Liaison team as a Visits and Events Officer. This is a vital role at the heart of the DIT China and Hong Kong Operations team and one that is involved with making resounding successes of the many high profile events and visits in China and Hong Kong that support the delivery of the DIT China and Hong Kong Regional Trade Plan ambitions, which are:

Objective 1 - Driving and inspiring UK exports to China, significantly increasing the UK market share of China's goods imports, and more than double the value of UK services exports.
Objective 2 – Consistent trade policy engagement with China to achieve incremental market access, mitigate business risk and prepare for future trade deals
Objective 3 - Broadening and deepening the UK-China investment partnership, positioning the UK as the top European destination for Chinese investment and providing strong support for UK investors.

The Department for International Trade (DIT), operating in 108 countries, is helping to secure a better deal for the UK as it negotiates a successful exit from the EU. Establishing new relationships around the globe, DIT promotes British trade to ensure the UK takes advantage of the huge opportunities open to us, securing and improving the economic well-being and stability of the UK, and helping to create tens of thousands of jobs.

DIT has one of the largest representations of the 18 government departments working in China, which are coordinated and led by Her Majesty’s Ambassador who is responsible for the UK’s relationship with China. Her Majesty’s Trade Commissioner (HMTC) is responsible for Trade and Investment work in China and the Hong Kong SAR, one of nine global regions and the largest DIT overseas network in the world. With c185 staff across six posts - Beijing, plus Hong Kong, Shanghai, Guangzhou, Chongqing and Wuhan – DIT offers a fast-paced place to work at the heart of UK: China and Hong Kong SAR Government relations.

Detail

We are seeking an enthusiastic, energetic and committed Visits and Events Officer to join our team who will be responsible for providing high quality support on Ministerial and other commercially focused official visits in China and Hong Kong. You will be an important point of contact with external stakeholders, notably the Ministry of Commerce (MOFCOM) and partner organisations such as the British Chamber of Commerce and the China Britain Business Council (CBBC). You will bring to life the DIT spirit of being expert, enterprising, engaged and inclusive. Having a strong eye for detail, have well developed organisation, planning and project management skills and the ability to think ahead to identify and solve problems and issues. You will have great interpersonal and communication skills and play a key role in building and maintaining a strong and diverse network of relationships.

Visits
Prepare accurate and user-friendly visit programmes for official visitors, ensuring effective document control and following information management best practice.   Supplement these with a comprehensive transport plan setting out logistical arrangements to underpin a smooth and professionally delivered programme.   Provide practical support for individual visitors (invitation letters, in-country booking of transport and accommodation) as required.   You may be required to travel to different locations to both prepare for and ensure that all Visit logistics run smoothly.

Corporate Operations Team Support
Provide a high standard of administrative support, including fast and accurate turnaround of documents, e-mails; maintain the DIT calendar of senior colleagues visits to the UK so that strategic programmes can be developed; maintain and update forward looks; produce translations and manage Note Verbale processes and interpret as required; handling and escorting visitors; prioritising papers to act on; scanning, photocopying and paper distribution; arrangements for official entertainment (placement cards, invitations etc) in support of cross-cutting events and activities that support commercial and strategic relationship management outcomes.  

Financial management
Manage and maintain accurate financial management records and forecasts for all Visits and Events to ensure appropriate costings are factored into all visits and budget approvals are in place in line with existing policy and process requirement. Ensure that all expenses are properly charged to the correct charging codes.

Relationship management
Build an effective working level relationship with the Ministry of Commerce (MofCom) and affiliated entities to ensure well-rehearsed channels of communication and co-operation we can use around priority events.   Establish close working relationships with the Embassy’s Visit’s task Force’ to ensure information is readily shared and roles and responsibilities are understood. Build strong relationships with the British Chamber of Commerce and CBBC to ensure smooth co-operation on joint and complementary events, acting as a first point of contact for enquiries.

• Degree level qualification or equivalent
• Minimum 2 years of full time working experience
• A diplomatic, tactful manner when dealing with contacts and colleagues
• Good organisation skills, positive approach to teamwork, and a pro-active attitude
• Good administrative and IT skills (e.g. Word, Outlook, Excel, and PowerPoint)