Events Manager and Social Secretary

7 days ago

Doha, Qatar Foreign & Commonwealth Office Full time

Job Description (Roles and Responsibilities)

The British Embassy in Doha is part of a worldwide network that represents political, economic, security and consular interests overseas and is now looking for an **Events Manager and Social Secretary**, job grade Administrative Officer (AO).

The jobholder is expected, in conjunction with relevant stakeholders, to deliver excellent event organisation, in an effective, efficient, professional, courteous and timely manner. The jobholder will need to be prepared to work outside normal working hours on an ad hoc basis to oversee evening events where needed. They will be expected to be a self-starter, exceptionally organised and able to maintain budgets.

The jobholder will also support as necessary the Ambassador’s Executive Assistant, as well as correspondence writing, filing and contact liaison. As part of the chancery team, the jobholder will also be required to support the Ambassador’s outer office by way of administrative assistance.

**Duties and responsibilities**:

- Develop a strong set of key contacts and relationships, with the hospitality industry, suppliers, event equipment hire companies, and other organisations.
- Be the principal point of contact between the Embassy and all hotels in Doha.
- Coordinate and undertake market research to ensure Value For Money (VFM) is achieved in line with current FCDO guidelines.
- Write all internal and external correspondence relating to events including, invitations, menus, name cards, invoicing, contracts, terms and conditions and event guidelines/agreements.
- Act as key point of contact for internal Embassy departments and external parties for all types of events including VVIP/VIP receptions, conferences, parties, fundraising and launch events held either at the Residence or at the Embassy.
- Ensure the Embassy / Residence income generation targets are met annually.
- Maintain all financial records for expenditure relating to events, conferences or parties held at the Residence and/or Embassy, ensuring value for money.
- Work closely with the event host to gain a clear understanding of event objectives and requirements and that this is clearly communicated to all parties involved.
- Liaise with all Embassy departments as needed to ensure key issues are identified and the type/level of required support is provided.
- Liaise with the Post Security Manager (PSM) to ensure additional security staff are provided for events and security protocols are captured and advised to all participants as required.
- Communicate and agree on any restrictions on the provision of alcohol at events. Liaise with the Residence and Embassy to ensure alcohol stocks are maintained and orders are placed for additional supplies as needed.
- Facilitate official social events, appointments and meetings as needed for the Ambassador’s wife and de-conflict diaries/schedules as required.
- Manage and distribute guest lists, send out invitations, accept RSVPs and collate acceptances.
- Liaise with the Residence and/or event host on menu selection and dietary requirements.
- Maintain the Residence and Embassy calendar of events.
- Any other duties as required.

Resources managed (staff and expenditure):

- Line management of 3x member of staff

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

**Key Behaviours**:

- Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
- 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.
- 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.

**Diversity and Inclusion**:
The British Embassy Doha has a zero-tolerance approach to any form of bullying, harassment or discrimination and is fully committed to ensuring a safe and inclusive work environment for all.

We are committed to valuing diversity and to equality of opportunity. Our aim is to create and promote an environment in which all staff are treated fairly and with respect, and feel able to contribute to the best of their abilities.

Essential qualifications, skills and experience
- Knowledge/ Background/ Certification of Health and Safety practices in the work place.
- Experience of working strategically with Project Management and Development best practices.
- Excellent organisational skills and with a keen eye for detail.
- Experience of leading and managing a diverse team. Demonstrates excellent staff management skills and effective communication skills.
- Strong analysis, organisational, and time management skills.

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