Foreign & Commonwealth Office Hiring for DXB – DIT Events, Visits, Marketing and Communications Administrative Support Officer (AO) Job at Dubai Full Time

The British Embassy Dubai has a vacancy for an Events, Visits, Marketing and Communications Administrative Support Officer under the Department for International Trade (DIT) for a fixed term contract of three (3) years.

The Department for International Trade (DIT) helps businesses export and grow into global markets. Our services are provided in over 100 markets throughout the world. We promote British trade across the world and ensures the UK takes advantage of the huge opportunities open to us. This secures and improves the economic well-being and stability of the UK.

This job will support the Events Manager to deliver trade and investment activities across the UAE. These activities are integral to the success of DIT in the region and the creation of platforms that enable successful trade deals between the UK and UAE.

Events

This role will support the DIT Events Manager in delivering internal and external events including but not limited to round-table meetings, networking receptions, meet-the-buyer sessions and senior level dinners. Events could be from five up to 800 guests.

Visits

The UAE DIT Team hosts a number of high-level visitors ranging from senior DIT officials through to Ministers and members of the Royal Family. This role will support the DIT Visits Manager and will be integral in organising these visits with the Director and Deputy Director of DIT, Trade Advisors, and the Regional Trade Commissioners Office.

Marketing and Communications

The jobholder will lead on internal communications for DIT UAE to ensure that UK government colleagues across the mission are aware of and engaged in activities relevant to them. They will champion the GREAT Britain and Northern Ireland campaign, acting as a brand guardian to ensure the brand is protected and correctly deployed across all activities. They will also assist in promoting DIT UAE’s activities on social media to increase our presence, particularly Twitter and LinkedIn.

Whilst the role will be based in Dubai, the jobholder will be required to visit the Embassy in Abu Dhabi frequently and will be expected to visit when visits/ events are taking place there, which can mean some out-of-hours work.

Duties and responsibilities:

• Assist in the delivery of DIT UAE’s events, working with the relevant Trade Advisor, Embassy Events Officer, and key stakeholders

• DIT UAE hold a number of events in Dubai and Abu Dhabi (occasionally the Northern Emirates) at the respective Embassies and in other locations. These events can range from breakfast briefings to large-scale evening receptions. The jobholder will support the DIT Events Manager, including helping to organise all logistics, guest lists, and RSVPs, and often working alongside internal and external stakeholders.
• The role also means working closely with the Trade Advisor in understanding their requirements and then helping with the running with the logistics of the events, from booking and paying for rooms/ catering to sending out invitations, managing RSVPs, and promoting the events. Events could be from five up to 500 guests.
• The role involves understanding the brief to be able to deliver top quality events, managing planning and logistics, catering, invitations, RSVPs, branding and promotion.

• Assist in the delivery of all of DIT UAE’s visits, working closely with senior DIT leaders in Post and in HQ

• The jobholder will assist in the arrangement of all visits, including senior DIT officials and Ministers. They will be required to manage logistics and travel plans and assist the DIT Visits Officer where necessary.
• They will be expected to draft diplomatic notes for official meeting requests, arranging for them to be translated, and ensuring onward transmission to the UAE’s Ministry of Foreign Affairs.
• Tasks will include arranging translations of Diplomatic Notes, processing them internally, compiling transport plans, booking restaurants, hotels, venues for visitors.

• Marketing and communications

• The jobholder will be the Deputy Post Champion for the GREAT Campaign, ensuring all events are correctly branded and recorded.
• Help the DIT Lead Officer on identifying new, innovative ways of engaging business in market through communications and marketing.
• The jobholder will also work as deputy lead on UAE DIT’s GREAT Campaign, assisting in promoting GREAT at all DIT events in market, ensuring visuals are on brand and collating monthly returns for HQ/ Regional Marketing Team

• Administrative support

• Provide administrative support to the Director and Deputy Director DIT UAE. This will primarily involve diary management, booking meetings and rooms, sending out diary requests, and other ad hoc support as required. Update and manage the DIT Forward Look Calendar of Events/ Visits.
• Manage supplier procurement and payment to ensure that POs are raised correctly and suppliers are paid on time.
• Co-ordinate the team contact list for the annual flagship event, the Queen’s Birthday Party.
• Assist the Learning & Development (L&D) Champion by researching and flagging opportunities specific to the DIT team and arranging occasional sessions.

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 response to a crisis.

Key behaviours required:

• 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 relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources and support.
• Delivering at Pace – Take responsibility for delivering timely and quality results with focus and drive.
• Managing a Quality Service – Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Communicating and Influencing – Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.

• Experience in event management.
• Experience in visit planning/ logistics.
• Work experience in diary management.
• Experience in communications/ marketing, particularly social media.
• Proven record of organisational ability. Ability to prioritise and organise own workload and meet deadlines, while maintaining attention to detail and without compromising the quality of the work.
• Ability to work independently, apply initiative, problem solve and work under pressure to meet multiple and changing priorities, deadlines and objectives.
• Experience in stakeholder engagement across all levels. Experience in working in large, complex environments.
• Excellent interpersonal skills and proven ability to engage at all levels internally and with external contacts, and collaborate effectively across Embassy teams.
• Ability to multi-task and respond quickly and flexibly to meet multiple and changing priorities.
• Strong work ethic and demonstrates high level of professionalism.
• Resourcefulness in solving problems and demonstrates good judgement.
• Excellent customer service skills. Demonstrates courtesy and consideration in dealing with customers and other stakeholders.
• Excellent communication skills in English. Able to express ideas and messages clearly and concisely, both orally and in written communication. Shortlisted candidates will have their level of English assessed (spoken, written, and reading).
• Strong IT skills and well versed in the use of Microsoft Office applications (Outlook, Word, Excel, PowerPoint, and Teams).

• Experience of working in a similar role in either the public or private sector in the UK or the UAE.

The Embassy aims to offer an attractive working environment and remuneration package for this role, including: 25 days of leave per annum; on-site swimming pool, gym, and sports facilities (subject to COVID-19 restrictions).

Salary is at AED 11,363 per month.

There are no other allowances payable as part of this package. No accommodation and relocation expenses are payable in connection with this position.

Effective 01 January 2022, the Embassy will be open from Monday to Friday, from 07:30 to 18:00. Conditioned working hours are 38 hours per week (including breaks), and specific working hours for this role will be confirmed at a later time.

The successful candidate should be flexible in their approach to hours worked, as there will be some work out of hours (evening/ weekend) during events and visits. Whilst the role will be based in Dubai, the jobholder will be required to visit the Embassy in Abu Dhabi frequently and will be expected to visit when visits/ events are taking place there, which can mean some out-of-hours work. 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 required to transfer their visa under the Embassy’s sponsorship.

How to apply:

Interested candidates must attach 1) an updated Curriculum Vitae (CV) and 2) a covering letter to their online application form.

Your application must also include examples of when you have demonstrated the required behaviours in the Behaviours Questions section of the online application form.

Applications that do not include these information will not be considered.

Closing date for applications is at 23:55 (local time) on 30 June 2022.

Applications received after the stated deadline will not be considered.

Process:

The recruitment process, including security clearance, is expected to take around two months. You may experience some delay in the progress of this recruitment campaign, and we are working hard to minimise any disruption.

Due to the large number of applications we receive, only those shortlisted for the next step of the recruitment process will be contacted. Any assessments and/ or interviews will be done remotely if the existing situation determines this to be the right course of action.

The start date mentioned in the job advert is a tentative 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.

The British Embassy Dubai is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.