Job Description
Main purpose of job:
- This is an exciting opportunity
to work in one of Nairobi’s biggest Foreign Missions, supporting the
planning and delivery of events for the High Commissioner (HC), two Deputy
High Commissioners’ (DHCs) and other High Commission events. The job
holder will be expected to work with the Residence & Events Manager to
plan and deliver a wide variety of small, medium and major events
for the High Commission.
- The individual will need to be
extremely organised and efficient in planning and executing events in a
high pressured environment. S/he should have good communication skills,
the ability to work closely with colleagues, have the ability to
prioritise work, work flexibly and be able to identify, develop and apply
new systems as well as apply BHC policy to ensure value for money and
consistency to maximise the efficiency of our events planning and
delivery. They will need creativity to deliver high impact events,
and strong attention to detail. The job holder needs to have good
attention to detail to ensure all events are delivered to a consistent
standard. They will also need to be able to manage a budget and deliver an
event, managing associated costs, within the allocated budget.
- A core aspect of this role
involves working closely with teams to design the format of events,
compile relevant guest lists for various events, sending invitations,
following up on responses and managing an up-to-date contacts database
as well as maintaining information on attendance at different
events. The jobholder will develop clear guidelines for internal use
to advise staff on different options for hosting events, including the
different BHC venues available. The job holder will be expected to advise
staff on different layouts and formats for events, advise on catering
options including securing a range of quotes for different services,
develop a list of trusted suppliers, ensuring value of money and quality
of service. The job holder will need to be proactive in identifying
opportunities to deliver high quality events to a consistent standard
which represent good value for money. For certain large scale events the
job holder, in conjunction with teams in the mission, will be
responsible for approaching and liaising with potential sponsors and
putting in place the sponsorship arrangements.
- The job holder will be
responsible for ensuring the High Commissioner and/or the Deputy High
Commissioners have what they need for the events e.g. speeches, running
order and working with the communications team for media coverage as
appropriate. The job holder will be expected to make arrangements
for receiving guests, checking invitations, and ensuring the smooth
running of events. As such occasional evening work is required. They will
play a key role in the design and execution of high impact events. The
job holder will also need to develop good working relationships with the
security and residence teams. The job holder will lead on sponsorship of
High Commissioner and Deputy High Commissioner events when necessary.
- This role will also require
working closely with the High Commissioner, his Diary Manager, the
Personal and Executive Assistants to the Deputy High Commissioners, Visits
Officer and Residence & Events Manager to deliver a timely manner and
to a high standard.
- The job holder will have direct
contact with a wide range of external guests and as such should have
excellent customer service skills including the ability to engage
professionally and effectively with the High Commissioner’s and the High
Commission’s high-level contacts as well as deal politely and
professionally with all guests. They will also need strong
relationships with external suppliers, Residence staff, and the High
Commission’s Corporate Services team.
- We are seeking someone who
will bring an enthusiastic, energetic and creative approach to this role.
Roles and responsibilities:
Event
Coordination (90%)
- Working closely with the
Residence & Events Manager on planning all events at the High
Commissioner (HC) and Deputy High Commissioners (DHCs) Residences
including: venue selection and coordinating all logistics for the event.
- Work with teams to develop the
format and objectives of events
- Proactively co-ordinate and
develop guestlists , programmes & seating plans for events at the
HC/DHC Residences, ensuring adequate timelines for preparation.
- Managing the guestlist and
check-in of events at the HC/DHC Residences by coordinating with the
Residence Manager, Senior Responsible Officer, Security and supporting
team members. Identifying and coordinating BHC staff (when needed) to
manage the check-in and welcome of guests at larger receptions.
- Maintain oversight of the events
forward look including communicating this to the BHC’s leadership. Working
with the Diary Manager and Deputy High Commissioner’s PAs to ensure that
events are deconflicted and hosted by the most appropriate person.
- Ensure the HC/DHC have what they
need for the event, including running orders and timings for events and
speeches. Ensure papers are printed and supplied to the HC/DHC in a timely
fashion.
- Brief the Internal Communications
team on upcoming events to ensure appropriate media coverage where
appropriate.
- Maintain the BHC’s contacts
database to ensure all contacts are kept up to date and full, accurate
details are held relevant to achieving the UK-Kenya objectives.
- Maintain records of guests
invited to different events. This will involve advising the HC/DHCs and
section leads on the feasibility of proposed events, providing guidance on
preparation of guest lists and programmes and deconflicting guest lists
where there are events close together.
- Working with the Chief of Staff
and Residence & Events Manager, review past events every quarter and
proactively propose events where gaps are identified that align with our
priorities in the Country Business Plan, the BHC’s soft power agenda
and Strategic Partnership.
- Develop a list of approved
suppliers for all services around BHC hosted events.
Other
duties (10%)
- Working closely with the
Residence & Events Manager, provide additional support to the
Residence based on on-going demands.
- Work with the Residence &
Events Manager and DHC PAs to review events guidance ensuring that it is
up to date, relevant & clear on the requirement from SRO’s to ensure
seamless event delivery.
- Manage Official Club Membership
for HC/DHCs including scoping out other entertainment venues (when needed)
ensuring value for money.
- Provide leave cover for the
Residence, Events Manager and Visits Officer
- Other corporate duties as
required.
Essential qualifications, skills and
experience 1
- Excellent customer service skills
- The ability to work independently
and to react to situations, which may arise without close supervision
- Excellent computer skills (Word,
Excel, Teams and Internet)
- Must have high level of
interpersonal skills to handle sensitive and confidential situations. This
position requires poise, tact, diplomacy and discretion
- Strong communication skills, both
written and oral are required. Must be able to interact and
communicate with individuals at all levels, clearly and confidently
- The ability to develop and use
effectively a personal network
- Must be able to work in a
fast-paced environment with demonstrated ability to handle the pressure of
juggling multiple competing tasks and demands
- Experience of working with
cross-functional teams
- Good judgement and strategic
awareness
- Flexible, adaptable and
pro-active with good problem solving and organisational skills
- Ability to work confidently with
senior management and people from diverse backgrounds
Desirable
qualifications, skills and experience 1
- Experience of working in a
similar environment with exposure to international dignitaries, senior
officials and business leaders
- Food & Beverage knowledge
- Hospitality experience
- Experience of working for an
international organisation
Required
behaviours 1
- Making Effective Decisions,
Delivering at Pace, Communicating and Influencing, Working Together
How To Apply
Application
deadline: 25 March 2024