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Srr - Events Manager/ Deputy Residence Manager (Eo)
2 weeks ago
Job Description (Roles and Responsibilities)
The British Embassy Riyadh has a vacancy for Events Manager/ Deputy Residence Manager on a fixed term contract of one (1) year, with a possibility of renewal.
This is an important role, facilitating the smooth running of all major official Embassy events as well as deputising for the Residence Manager. This role is at the heart of the HM Government diplomatic outreach in Saudi Arabia and the Events Manager/ Deputy Residence Manager will work closely with the British Ambassador, Deputy Head of Mission, Residence Manager, Executive Chef, and Senior Embassy Staff to deliver. The jobholder will manage both the Residence budget and Embassy entertainment budgets and commercial catering contract to ensure an excellent standard of business hospitality that also represents value for money.
**Duties and responsibilities**
The Residence and Events Manager’s main tasks are:
- To ensure that all official events at the Embassy and Residence are properly planned and delivered to a high standard, working closely with organisers, sponsors, Executive Assistant His Majesty’s Ambassador (HMA)/ Deputy Head of Mission (DHM), Residence Manager, and Executive Chef to realise event objectives;
- To work with Corporate Service to manage the commercial catering contract, ensuring there are hosts and sponsors for each event and that risk assessments are prepared by them and requests for set up and security are done;
- To ensure proper management systems to track event requests, events calendar, room bookings and use of business hospitality budget. Manage related billing for events held in co-ordination with the Finance Manager;
- Deputise for the Residence Manager during annual leave or periods of absence, ensuring the Residence is clean, well maintained and runs smoothly.
Specific duties and responsibilities include:
- Events management
- Support the Embassy to plan and deliver a range of events that promote HMG interests, working closely with the Residence Team, event sponsors, Wadi Club and contractors
- 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 while 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 set up and finish on time. Work with the Residence, Chancery Executive and Security team 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
- 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 while being manageable for Embassy staff.
- Work with Corporate Services to manage the commercial catering contract that provides additional hospitality support (catering, service staff, events set up, entertainment) that promotes British gastrodiplomacy and represents a significant improvement in value for money compared to hotel ‘rack rates’ for catering.
- Work with the Technical Works Group, 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.
- Administration
- Ensure effective monthly budget forecast and event record management.
- Provide accurate monthly recharging and invoicing to the section budgets and to relevant organisations.
- Residence operations and maintenance
- Assist with Ministerial/VIP visits, ensuring an excellent standard of service.
- Liaise with the Residence Manager/Exec Chef to ensure accurate and active management of the Residence calendar.
- Liaise with Head of Corporate Services (HCS)/ Technical Works Supervisor (TWS) to plan and deliver maintenance, renovation, and refurbishing work as necessary.
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**:
- 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.
- 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 rel
