KWT - Events Officer (AO)

Job Description (Roles and Responsibilities)
The British Embassy in Kuwait is seeking a highly motivated and
enthusiastic individual for the position of Events Officer , job grade
Administrative Officer (AO).
The successful candidate will work in the Corporate Services section to
deliver the Embassy's official Event/ Entertainment programme and ensuring
annual income generation targets are met.
The jobholder will effectively manage official entertainment for the
Ambassador and the wider Embassy to ensure that all events are properly
prepared and run smoothly, from the invitations to the catering. This will
involve working closely with the Ambassador's Executive Assistant, the
Residence Manager, the Post Security Manager, Embassy teams and outside
organisations. You will also be expected to cover for the Ambassador's
Executive Assistant during periods of absence and be part of your self-
development.
They will be 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 (they will receive Time off-in
lieu) to oversee evening events where needed.
They will be expected to be a self-starter, exceptionally organised and able
to maintain budgets. They will cover for the Ambassador's Executive Assistant
during their absence. As part of the Corporate Services team, the jobholder
will also be required to support the Head of Corporate Services with
administrative tasks: for example, being part of the Embassy Procurement team
Roles and responsibilities:
Leading/ organising Events from the planning stage to delivering the end
results
* Working closely with the event host to gain a clear understanding of event objectives and requirements and ensuring that this is clearly communicated to all parties involved.
* Writing all internal and external correspondence relating to events, including invitations, menus, name cards, invoicing and feedback.
* Managing and distributing guest lists, sending out invitations, accepting RSVPs and collating acceptances.
* Maintaining the Residence and Embassy calendar of events.
* Ensuring stocks are maintained and orders are placed for additional supplies as needed.
Developing Key contacts
* Developing a strong set of key contacts and relationships with the hospitality industry, suppliers, event equipment hire companies and other organisations.
* Coordinating and undertaking market research to ensure Value for Money (VFM) is achieved in line with current FCDO guidelines.
* Acting as key point of contact for internal Embassy departments and external organisations for all types of official events including: VVIP/VIP receptions; conferences; parties; fundraising and launch events held either at the Residence or the Embassy.
Liaising with relevant departments in the Embassy
* Liaising with the Post Security Manager (PSM) to ensure additional security staff are provided for events and that security protocols are followed and shared to all participants as required.
* Liaising with the Estates Manager to ensure additional maintenance / cleaning staff are provided for events and a works order is sent in time.
* Liaising with the Residence and/or event host on menu selection and dietary requirements
The above list is not exhaustive, and the jobholder will be required to be
flexible and take on other ad hoc tasks as required.
Key behaviours required for the job:
* Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
* Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
* 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.
Essential qualifications, skills and experience
* A confident communicator with excellent interpersonal skills, good presentation, and representational skills.
* Full professional proficiency in English, including excellent writing skills. Ability to express ideas and messages clearly and concisely.
* Excellent planning and organisational skills. Ability to work quickly and reliably with limited supervision, and able to prioritise a heavy workload and meet deadlines without compromising the quality of the work.
* Excellent networking skills. Able to maintain a range of contacts to build effective working relationships, and work closely with senior staff and their contacts.
* Strong team player who can act on own initiative, work independently to pick up and master complex issues at pace.
* Strong customer focus and ability to deliver quality service. Able to organise and prioritise workload and meet deadlines and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work.
* Good working knowledge of Microsoft Office programmes (Outlook, Word, Excel, PowerPoint, and Teams).
Desirable qualifications, skills and experience
* Be able to use Excel worksheets for budgets in the mid-complex levels.
* Knowledge of local hotels/ event companies.
Required behaviours
Managing a Quality Service, Delivering at Pace, Communicating and Influencing,
Working Together
Application deadline Application deadline - day Application deadline - month
Application deadline - year
‎8 March ‎2023
Grade
Administrative Officer (AO)
Type of Position
Full-time, Permanent
Working hours per week
‎38
Region
Middle East & North Africa
Country/Territory
Kuwait
Location (City)
Kuwait
Type of Post
British Embassy
Number of vacancies
‎1
Salary Currency
KWD
Salary
‎718.944
Start Date Start Date - day Start Date - month Start Date - year
‎1 April ‎2023
Other benefits and conditions of employment
Eligibility:
If you are selected for this position, we will be able to employ you as long
as you:
* Are legally resident in Kuwait (Please note that it is your responsibility to ensure you meet the legal requirements to live and work in this country); and
* Complete and successfully pass all local and UK security checks, including professional background checks.
Working conditions and remuneration:
The Embassy aims to offer an attractive working environment and remuneration
package for this role, including a non-negotiable gross salary of KWD
‎718.994 per month. The package includes a good level of medical insurance, a
return flight fare to your home country for non-Kuwaitis every two years,
relevant social security payments for Kuwaiti nationals, and an engaging
working environment. Leave entitlement is ‎30 days per year (on pro rata basis)
plus ‎14 public holidays.
There are no other allowances payable as part of this package. No
accommodation and relocation expenses are payable in connection with this
position.
This position is for a full-time employment, on permanent contract, subject
to a ‎3-month probationary period.
Conditioned working hours are ‎38 hours gross per week (this is made up of ‎35.5
hours net per week and a daily ‎30-minute lunch break). The normal working
hours are ‎07:30 - ‎15:30 from Sunday to Wednesday and ‎07:30 - ‎13:30 on
Thursday. However, as most of the events host by the Embassy normally fall on
a Friday. The jobholder will be required to work on a Friday as a regular
working day.
Due to the nature of the work, the jobholder should be flexible in their
approach to hours worked as these will be dictated by operational needs and
may involve working out-of-hours (evening/ weekend) during events for which
you will be expected to be present. In where out of hours work is necessary,
in agreement with the line manager, the jobholder would be expected to work
shorter hours in the week.
The Embassy has an active Continuous Professional Development Committee, and
the whole of Post is committed to providing the time and resources for staff
to develop professionally. The ‎70/‎20/‎10 learning, and development model is
applied in a flexible manner, with both internal and formal opportunities
readily available. There will likely be an expectation of undertaking training
specific to crisis response/ management in ‎2023.
Additional information
How to apply:
Interested candidates must include to their online application form ‎1) an
updated Curriculum Vitae (CV); ‎2) examples/ demonstrative evidence against in
the relevant sections of the online application form of how you meet the key
behaviours and skills required.
Applications that do not include this information will not be considered.
Closing date of receiving applications is on ‎08 March ‎2023 by ‎23:55 (local
time).
Applications received after the stated deadline will not be considered.
Process:
The recruitment process, including security clearance, is expected to take
around two months.
Appointable candidates who were unsuccessful at interview may be placed on a
'reserve list'. If during the reserve period of six (‎6) months the same or a
largely similar role becomes available, that role may be offered to the second
or subsequent candidate.
The start date mentioned in the advert is a tentative start date and the
successful candidate will be required to undergo security-vetting procedures.
Any offer of employment will be subject to the candidate achieving suitable
clearances and reference checks
The British Embassy Kuwait is an equal opportunities employer, dedicated
to inclusivity, a diverse workforce and valuing difference. Staff recruited
locally by the British Embassy are subject to Terms and Conditions of service
according to local Kuwaiti employment law.
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.