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.

**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**:
Essential qualifications, skills and experience
- Previous relevant work experience in events management, or i