SRR - Events Manager (EO)

Job Description (Roles and Responsibilities)
The British Embassy Riyadh has a vacancy for an Events Manager on a fixed term
contract of two (‎2) years, with a possibility of renewal.
This is an important role, managing the hosting of both official and external
events on behalf of His Majesty's Ambassador (HMA). High performing events are
at the heart of the Embassy's diplomatic outreach in Saudi Arabia, and the
Events Manager will work closely with the Ambassador, Deputy Head of Mission
(DHM), Residence Team, Corporate Services, and Communications colleagues to
achieve this. The jobholder will also manage associated entertainment budgets
and contracts to ensure an excellent standard of business hospitality that
represents value for money. The jobholder will report in to the Chancery Team,
whilst working closely with several other stakeholders across the Embassy.
The ideal candidate will have prior experience in business hospitality, and
thrive in working both front of house and behind the scenes to ensure that
guests experience excellent events at the Embassy.

Duties and responsibilities:
The Events Manager will have two main tasks: to ensure that events at the
Embassy are properly planned and delivered to a high standard; and to ensure
proper financial management of events expenditure, including raising
sufficient revenue to maintain Embassy hosting facilities and conducting
events-related procurement in line with Foreign, Commonwealth and Development
Office (FCDO) requirements.
Specific duties and responsibilities include, but are not limited to:
* Events management
* Support the Embassy in the planning and delivery of a range of events that promote HMG interests, generate income to reinvest in Embassy hosting facilities, and bring the wider British community together in KSA.
* Support the organisation and delivery of official functions and events, working closely with the Residence Team and Wadi Club to achieve Embassy outcomes.
* Manage the renting of Embassy hosting facilities by external organisations representing British interests and the wider British community, agreeing expectations for these events, and arranging events packages that raise revenue for the Embassy whilst ensuring quality delivery of event objectives for the external organisations.
* Ensure that risk management assessments are in place for events, that they have an Embassy sponsor, and that events are set up and finish on time. Work with the Residence, Chancery, and Security teams to put in place effective guest list systems for events.
* Where necessary, attend events in person to ensure that they are set up properly and run smoothly, including overseeing communications in relation to the events.
* Accurate and active management of the Embassy events calendar.
* Review and update event guidance/ policy as necessary to ensure that all parties are clear about their duties and responsibilities, and that an efficient events procedure is in place that provides a top quality service whilst being manageable for Embassy staff.
* Work with the Residence Team and Corporate Services on hiring in external hospitality services where required (catering, service staff, events set up, entertainment, etc.).
* Financial and events facilities management
* Put in place systems to ensure accurate management of business hospitality (BH) and representational requirement (RR) budgets. Oversee audit process for those budgets.
* Ensure effective monthly budget forecasts and events record management.
* Provide accurate monthly recharging and invoicing to the section budgets and to relevant organisations.
* Approve requisitions/ transactions made using Government Procurement Card (GPC).
* Work with the Technical Works Group (TWG), Estates team, and Wadi Club to agree and implement maintenance plans for Embassy hosting facilities, to ensure that they remain good quality and presentable for hosting guests.
* Manage hospitality contracts, ensuring that they deliver against pre-agreed quality targets and continue to represent value for money.
* Ensure that contracts with hospitality suppliers are compliant with FCDO procurement 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, including participating
in the Embassy's emergency planning and any other response to a crisis
affecting UK citizens.

Key behaviours required:
* Working Together - Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
* Communicating and Influencing - Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses and opinions of others.
* Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
* Delivering at Pace - Taking responsibility for delivering timely and quality results with focus and drive.

Eligibility:
The successful applicant will be required to obtain the necessary security
clearance. Higher clearances can be granted only to certain nationalities. For
this reason, candidates must be of British, American, Australian, Canadian, or
New Zealand nationality in order to gain the level of clearance required for
this role.
The position is available to current holders of valid Saudi residence permits
or transferable iqama. The successful candidate will be asked to transfer
their sponsorship to the British Embassy.
Essential qualifications, skills and experience
* Previous relevant work experience in events management, or in office management or equivalent function, ideally for at least two (‎2) years.
* Excellent English language skills, both written and spoken (at least B1 Level under CEFR or equivalent). Able to express ideas and messages clearly and concisely.
* Excellent interpersonal skills and proven ability to engage and influence at all levels internally and with external contacts, including senior-level contacts.
* Demonstrates courtesy and consideration in dealing with all stakeholders. Able to show discretion in handling any sensitive matters, with the trust of all involved.
* Resourcefulness in solving problems and demonstrates good judgement and a calm manner.
* Ability to prioritise own workload and meet deadlines, without compromising the quality of the work.
* Excellent planning and organisational skills. Ability to respond quickly and flexibly to meet multiple and changing priorities.
* A strong team player and able to work collaboratively and effectively with contacts and colleagues.
* Strong IT computer skills and in using MS Office applications (Outlook, Word, Excel, PowerPoint, Teams).
Desirable qualifications, skills and experience
* Experience in using Oracle-based finance and procurement management system.
* Budget control experience.
* Arabic language skills.
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
‎19 February ‎2023
Grade
Executive Officer (EO)
Type of Position
Full-time, Fixed term, with possibility of renewal
Working hours per week
‎35
Region
Middle East & North Africa
Country/Territory
Saudi Arabia
Location (City)
Riyadh
Type of Post
British Embassy
Number of vacancies
‎1
Salary Currency
SAR
Salary
‎11,097.‎26
Start Date Start Date - day Start Date - month Start Date - year
‎2 April ‎2023
Other benefits and conditions of employment
The Embassy aims to offer an attractive working environment and remuneration
package for this role.
Salary details:
* Base Salary including Eid bonus - SAR ‎8,557.‎81
* Housing Allowance - SAR ‎2,139.‎41 (subject to eligibility)
* Travel Allowance - SAR ‎400 (subject to eligibility)
* Total - SAR ‎11,097.‎26
* Allowances are not payable to staff who receive official provision for such expenditure in some other form.
No accommodation nor relocation expenses are payable in connection with this
position.
This position is full-time, based on ‎35 hours per week. Normal working hours
for the Embassy are from ‎08:00 to ‎15:00 from Sunday to Thursday, with core
working hours from ‎10:00-‎15:00. Core working hours is the period of the day
that employees are required to be at work. The working day outside of the core
hours is a flexible period, which allows employees to choose when they work,
subject to operational needs. In this 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 working out of hours (evening/ weekend) to
support events and official visits. Time off in lieu can be arranged for
additional hours, for example starting late on days when the jobholder will be
covering an evening event.
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 working
out of hours (evening/ weekend) to support events and official visits. Time
off in lieu can be arranged for additional hours.
Flexible working arrangements may be considered based on operational
requirements and agreement with the line manager, and in line with FCDO and
Embassy policies.
The successful candidate will be subject to a ‎90-day probationary period.
Additional information
How to apply:
Interested candidates must include to their online application form ‎1) an
updated Curriculum Vitae (CV); ‎2) a covering letter/ motivation essay stating
how you meet the requirements of the role; and ‎3) specific examples, 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.
The closing date for applications is at ‎23:55 KSA local time on ‎19 February
‎2023.
Applications received after the stated deadline will not be considered.
Due to the large number of applications we receive, only those shortlisted for
the next step in the recruitment process will be contacted.
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 an assumed 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, medical clearance and reference checks.

The British Embassy Riyadh is an equal opportunities employer, dedicated to
inclusivity, a diverse workforce and valuing difference. Staff recruited
locally by the British Embassy is subject to Terms and Conditions of Service
according to local Saudi Arabia 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.