Job Description (Roles and Responsibilities) 1
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
Application deadline 1
25 March 2024
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