Auh/dxb - Events and Residence Officer (Ao)
3 days ago
Job Description (Roles and Responsibilities)
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 Majesty’s 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.
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 Embassy’s Senior Leadership Team.
**Duties and responsibilities**:
**Event 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 Attaché, 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 King’s Birthday Party (KBP), **the Embassy’s 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 Embassy’s 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 i
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