AUH/DXB - Events and Residence Officer (AO)

Job Description

The British Embassies in Abu Dhabi and Dubai are looking for an Events and Residence Officer(s), job grade Administrative Officer (AO) on a fixed-term contract for two (2) years.The jobholder(s) will be responsible for the design and delivery of a wide range of events hosted by the Embassy in their respective Post, and for the management of the Residence of His Majestys Ambassador (HMA) in Abu Dhabi, or HM Consul General (HMCG) in Dubai, respectively.This is a challenging and rewarding role at the heart of the Embassies external-facing activity as a member of the UAE Central Events, Residence and Engagement Team (joint FCDO and Department for Business and Trade - DBT). It requires flexibility and creativity to deliver events with diverse themes, varying from small discussion events and official entertainment over a meal, to large-scale outdoor events which may have several hundred guests.The role requires excellent organisational skills and the ability to work effectively with a wide range of stakeholders inside and outside the Embassy to achieve highly professional and efficient delivery of events and a positive experience for all guests, who may include very senior guests from the UK and the UAE.The successful candidate(s) will ideally have prior experience in events management and business hospitality. They will also need effective line management skills and attention to detail in order to assure a high-quality service in the Residence(s).Due to the nature of the role, the jobholder will be required to be flexible in their approach to hours worked as these will be dictated by operational needs and will involve frequently working out of hours (evening and/ or weekends) during events and ministerial visits.The jobholder will also assist with wider administrative duties, including support to the Embassys Senior Leadership Team.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 promote family-friendly flexible working opportunities, where operational and security needs allow.Duties And ResponsibilitiesEvent Planning [30%]

• As part of a Central Events, Residence and Engagement Team, organise and deliver high quality events in line with the Embassy Events Strategy. Events may take place at the Residence, in other Embassy outdoor or indoor spaces and, occasionally, at offsite venues such as hotels. Events will range in size from relatively small breakfasts, lunches or dinners to major corporate events and receptions for several hundred guests.
• Implement the Embassy Events Strategy, working with UAE Central Events, Residence and Engagement Team Manager, the Chief of Staff to the Senior Leadership Team and with other events colleagues, including the Cultural Attach, colleagues from the Political and Economic teams, the Department for Business and Trade (DBT) and other internal departments, to identify opportunities for events aligned with this strategy.
• Oversee on all aspects of event design and planning, paying particular attention to gastro-diplomacy promoting British food and drink through events and to event flow and use of space.
• Manage procurement of catering and other event-related services (e.g. audio-visual equipment, stages, lighting), following government guidance and best practice and ensuring high quality delivery and value for money.
• Play and active role in the delivery of the annual Kings Birthday Party (KBP), the Embassys largest flagship event (the Abu Dhabi event hosts several hundred guests and Dubai over 1000). This will include actively participating in the KBP Steering Group, event design and delivery, procurement, sponsorship agreements, supporting guest list development, and working with colleagues and contractors to coordinate event delivery. To do this, you will need to work collaboratively with colleagues from across the embassy including coordinating a large team of volunteers to assist on the night.
• Manage the use of Embassy hosting facilities by external organisations representing British interests and the wider British community, generating income to reinvest in Embassy facilities. Agree expectations and charging arrangements for these events; act as a client relationship manager advising on all aspects of the event delivery and compliance with Embassy requirements including security.
• Actively support a One Mission approach to event and Residence management, working hand in hand with the Events and Residence Officer at the other Post and other members of the Embassy wide Events and Residence Group, to ensure consistency in approaches between Abu Dhabi and Dubai, and bring innovation and continuous improvement.
• Communicate effectively with internal and external partners and suppliers, providing detailed guidance on event delivery. Where Embassy departments wish to hold events, support colleagues with gaining a clear understanding of processes and requirements, ensuring that the Residence is used correctly for entertaining in support of the Embassys objectives.

Event Delivery [30%]

• Oversee on delivery of large and small events, coordinating suppliers and staffing and maintaining high standards of delivery including during busy periods. Work closely with the Residence Assistant, the Events and Residence Officer in the other Post and with other members of the Events and Residence Team, supporting each other with delivery especially in times of pressure and providing mutual cover during absences.
• Develop and arrange approval of guest lists including designing and issuing invitations following brand guidelines and managing RSVPs using efficient tracking systems.
• Design and seek approval of table plans and event running orders, circulating Final Event Running Orders in good time and producing place cards, table menus and display table plans.
• Ensure security arrangements are made and risk assessments are completed working with colleagues in the Embassys Security and Corporate Services teams to review and sign off at the appropriate level and in good time before events.
• Actively manage the set-up and draw-down of events including arranging site visits with suppliers and contractors in advance, coordinating arrivals and departures of catering equipment and staff or overseeing in house catering arrangements, managing setup of audiovisual and other services and supervising the draw-down of these after the event.
• Coordinate and act as front of house during Residence events, coordinating operations, greeting guests, managing staff and being the onsite event lead. This will include hands on support including laying of tables, providing drinks service and clearing down.
• Oversee on the hosting of VIP guests including visiting Ministers at the Residence, ensuring the needs of visiting delegations are met, troubleshooting issues and being on site to support the effective delivery of incoming visits.
• Internally, work with a range of colleagues to ensure the smooth running of events, specifically: with the Security team to ensure all security requirements are met, with the Corporate Services team on event set-up and draw-down, and with the Communications team on the promotion of events.
• Externally, develop a strong set of contacts and relationships with the hospitality industry, suppliers, event equipment hire and others to assure access to a wide range of high quality and good value options for events.
• Produce internal and external correspondence relating to events, including purchase orders, contracts, terms and conditions, event orders and event guidelines and maintain records of events, including numbers of guests, attendees and event running orders.
• Ensure proper financial management to track business hospitality and representational expenditure including maintaining accurate budget forecasts and records of all event-related spend, reconciling purchase orders, expense claims and credit card purchases including income from partners, and help ensure income generation targets are met.
• Ensure events-related procurement and contracts are in line with FCDO guidelines and best practice.
• Support and advise on internal events hosted at the Residences including working with the Community Liaison Officers.

Residence Coordination [30%]

• Oversee day to day running of the Residence including staffing, rotas and cleaning schedules. Ensure high standards of service and hospitality for HMA/HMCG and official guests.
• Ensure the Residence is set up effectively to host overnight guests, working with the Residence Assistant to plan room allocations, agree hosting etiquette and make provision for meals (whether catered in-house or through third parties).
• Provide effective line management, welfare support, training and development for the Residence Assistant. Request surge support when required, and make suitable arrangements to cover leave.
• Maintain an effective system for booking events and overnight stays, including a forward calendar and timely administration of Event and Residence Request Forms. Work in close cooperation with the Executive Office, HMCG Office and DBT events colleagues to ensure HMA/HMCG and their executive teams have full sight of events and guests in their Residence.
• Oversee maintenance of inventories of Residence equipment and supplies, including stocks of alcoholic and non-alcoholic drinks. Place orders for replenishment of these stocks in good time and ensure the provision of basic supplies for hosting meetings.
• Proactively identify any maintenance issues, to ensure the Residence is ready to receive guests at all times. Work with the Embassys Corporate Services team to report maintenance requirements and follow up to ensure appropriate action is taken.
• Ensure all policies and procedures are in place concerning security, health and safety, risk assessments and official hosting at the Residence.

Executive Office Support [10%]

• Provide wider administrative support as required as part of the Embassys Executive Office, including diary support to members of the Senior Leadership Team. Other duties may include tasks such as preparation of Notes Verbales, support to VIP visits to the UAE, assistance with projects, and ad hoc support to the wider Chancery 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.Resources Managed

• Line Management for Residence Assistant
• Financial management system - Ensure that all financial transactions are tracked and recorded in a timely manner for internal audit purposes.

Key Behaviours Required

• Changing and Improving - Seek out opportunities to create effective change and suggest innovative ideas for improvement. Review ways of working, including seeking and providing feedback.
• Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.
• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Managing a Quality Service - Deliver service objectives with professional excellence, expertise, and efficiency, taking account of diverse customer needs.
• Communicating and Influencing - Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.

Keyskills :
risk assessments VIP visits event planning diary support Contracts business hospitality event delivery quality service line management skills financial management procurement Events Management communication Influencing

About Company

Department for Business and Trade

Job Source: fco.tal.net