View Vacancy – DXB – UAE Central Events, Residence and Engagement Team Manager (HEO)

The British Embassies in Abu Dhabi and Dubai are looking for a UAE Central Events, Residence and Engagement Team Manager based in Dubai, job grade Higher Executive Officer (HEO) on a fixed-term contract for three (3) years.

The jobholder will be responsible for the design and implementation of the UAE-wide “One HMG” Embassy Events Strategy.  They will lead the UAE Central Events, Residence and Engagement Team, with staff in Abu Dhabi and Dubai, and will have responsibility for the management of all Embassy events (on- and off-site) as well as for the management of the Residence of His Majesty’s Ambassador (HMA) in Abu Dhabi and His Majesty’s Consul General/ His Majesty’s Trade Commissioner (HMCG/HMTC) in Dubai. 

The Central Events, Residence and Engagement Team is a joint team co-funded by the Department for Business and Trade (DBT) and the Foreign, Commonwealth and Development Office (FCDO) and provides a service for all departments on the “One HMG platform” at the Embassy including the Senior Leadership Team. 

This is a challenging and rewarding role at the heart of the Embassies’ external-facing activity.  It requires flexibility and creativity to deliver events with diverse objectives and themes, and on varying scales. Events range from relatively small discussions over a meal, to hosting Cabinet Ministers and VVIPs, to major corporate events and large-scale outdoor receptions for several hundred, or even a thousand, guests. The jobholder will also oversee management of the Residences and wider Engagement, Marketing and Communications activities and provide support to the Embassy’s Senior Leadership Team.

The role requires excellent leadership, project management and organisational skills and the ability to work effectively with a wide range of stakeholders inside and outside the Embassy to achieve highly professional and efficient delivery of events and a positive experience for all guests, who may include very senior guests from the UK and the UAE.

The successful candidate will ideally have prior experience in events management and business hospitality. They will also need effective line management skills, the ability to coach, develop and nurture team members and attention to detail in order to assure a high-quality service in the Residences. 

Due to the nature of the role, the jobholder will be required to be flexible in their approach to hours worked as these will be dictated by operational needs and will involve frequently working out of hours (evening and/ or weekends) during events and ministerial visits as attendance is required on site.

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We promote family-friendly flexible working opportunities, where operational and security needs allow.

Duties and responsibilities:

Event Strategy and Team Leadership

• Lead the Central Events, Residence and Engagement Team across both Abu Dhabi and Dubai to deliver a busy and impactful programme of embassy-wide events including at HMA and HMCG/HMTC’s Residences, in other British Embassy outdoor or indoor spaces and at offsite venues in Dubai and Abu Dhabi such as hotels and conference centres. To do this successfully, you will need to lead, inspire and motivate a newly integrated team of one Events and Marketing Officer, two Events and Residence Officers, and two Residence Assistants. You will need to build the new team’s identity, ensuring everyone has challenging and interesting roles and clearly understands their and the team’s business priorities, and encouraging continuous learning and development.
• Develop and implement an Embassy Events Strategy to deliver a proactive programme of events that advance a broad range of the UK government’s objectives across the UAE. This will require working closely with the Senior Leadership Team, the Chief of Staff, the Cultural Attaché, colleagues in the Trade and Investment, Political and Economic teams, and other internal departments, to identify opportunities for events aligned with this strategy. You should maximise the use of our assets to further HMG objectives, make creative use of our spaces, and include a focus on “gastro diplomacy” – promoting British food and drink through events.
• Develop and implement a DBT Events Strategy, working closely with the UAE Country Director, Portfolio leads and Sector leads to understand their business objectives and event requirements and propose new and innovative ideas for business-facing events.
• Lead planning and coordination of the annual King’s Birthday Parties (KBP) in Abu Dhabi and Dubai, the Embassy’s largest flagship events. This will include chairing the UAE-wide KBP Steering Group and coordinating and overseeing event design and delivery, procurement, sponsorship agreements and guest list development. The jobholder will need to work with colleagues and contractors to coordinate all aspects of event delivery; drawing in colleagues from across the embassy to help with delivery, including coordinating a large team of volunteers to assist on the night.
• Design and implement an Income Generation Strategy and oversee the use of the Embassy assets by external organisations representing British interests and the wider British community, ensuring that the Residences are used correctly for entertaining in support of the Embassies’ objectives. This will include identifying potential clients and opportunities, setting out charging rates and implementing agreements to generate income from external hires to reinvest in Embassy facilities.

• Actively promote a “One Mission” approach to event and residence management, leading the Cross-Mission Events and Residence Group, ensuring consistency in approaches between Abu Dhabi and Dubai, and driving innovation, value for money and continuous improvement.

 Event Management

• Oversee the best-in-class design, project management and delivery of all events hosted by the British Embassy maintaining the highest standards including during busy periods.  The jobholder will need to deliver through others, allocating event leads within the team, managing workloads and partnering with stakeholders whilst maintaining oversight, to deliver against agreed plans and timelines whilst also being responsive to last-minute requests.  This includes delivery of offsite events, many of which will be DBT-related, such as trade mission briefings, meet the buyer and networking events.
• Ensure effective policies, processes and procedures are in place for events including booking forms, event guides, event proformas, standard operating procedures, risk assessments, health and safety procedures and security policies.
• Oversee the effective forward planning of all events and use of the Residences. This means liaising closely with HMA’s and HMCG/HMTC’s Executive Teams to ensure HMA and HMCG/HMTC have full sight of events in their Residences. It also means working in close cooperation with the Corporate Services and Security teams, communicating all plans and requests in a timely manner to ensure that wider embassy resources such as security guarding and technical support are in place to effectively support events.
• Manage the sourcing of suppliers, procurement and contract management for catering and other event-related services (e.g. audiovisual equipment, stages, lighting), following government guidance and best practice and ensuring high quality delivery and value for money.
• Ensure excellent customer service is provided to all customers, both internal and external, representing the Embassy in the best possible way and ensuring seamless integration of Residence, Events, Security, Corporate Services and third-party suppliers in the delivery of events and Residence management.
• Ensure proper financial management systems to track business hospitality and representational expenditure and income. Maintain accurate budget forecasts and records of all event-related spend and income from partners to track progress against income generation targets.

Residence Management

• Deliver best-in-class service at the Residences to fulfil the requirements of HMA and HMCG/HMTC to deliver an outstanding facility to host guests, events, VVIPs and Ministers, maximising the use of our assets.
• Oversee the effective management of the Residences by the Events and Residence Managers and Residence Assistants, ensuring high standards of service and hospitality are delivered at all times. This will include oversight of the management of stocks and inventories.
• Work alongside the Corporate Services team to ensure effective policies, processes and procedures are in place for the Residences including booking forms, event guides, guest proformas, standard operating procedures, maintenance, risk assessments, health and safety procedures and security policies.
• Ensure that effective support, training and development is in place for all Residence staff and that the Residences are effectively staffed including when appropriate through third party providers.

Engagement, Marketing and Communications

• Lead on UAE DBT’s GREAT campaign, promoting GREAT at all DBT events in market, ensuring visuals are on brand, collating monthly returns for HQ/regional marketing team and developing innovative ideas for building the GREAT campaign in country. Support the marketing, communication and engagement of DBT Campaigns and the promotion of British brands and activations.
• Support the promotion of the external engagement of the Embassy’s Senior Leadership Team and Director of UAE DBT at Embassy events including on social media, working closely with the Embassy’s Head of Communications.
• Ensure effective communications across the Embassy and with partners including but not limited to VisitBritain, British Council and Devolved Administrations, making sure they are aware of DBT’s activities in market, including visits and events.
• Liaise with the Embassy’s Central Visits Team to coordinate support to high-level visitors ranging from senior officials through to Ministers and members of the Royal Family – in particular where their programmes involve use of the Residences and/or attendance at Embassy events – ensuring that the appropriate level of support is provided to visitors.

Resources Managed

• Direct line management of 3 employees.

The above list is not exhaustive, and the jobholder will be required to be flexible and take on other ad hoc tasks as required.

Key behaviours required:

• Seeing the big picture: Understand how your role fits with and supports organisational objectives. Recognise the wider Civil Service priorities and ensure work is in the national interest.
• Communicating and Influencing: Communicate purpose and direction with clarity, integrity, and enthusiasm. Respect the needs, responses, and opinions of others.
• Delivering at Pace: Take responsibility for delivering timely and quality results with focus and drive.
• Working Together: Form effective partnerships and relationships with people both internally and externally, from a range of diverse backgrounds, sharing information, resources, and support.

• Over 5 years of event management, comms/marketing experience working in the UAE and/or region.
• Excellent interpersonal skills with ability to influence and engage with stakeholders at all levels.
• Ability to effectively work under tight deadlines and in a fast-paced environment
• Experience of working with senior level interlocutors.
• Resourcefulness in solving problems.
• Team player with experience in working in large, complex environments and a willingness to work across boundaries.
• Strong work ethic, organisational skills and keen attention to detail.
• Excellent computer & IT skills (Outlook, Word, Excel, PowerPoint, and Teams).
• Superior professionalism and judgment.
• Delivery of high-quality day-to-day data management.
• Excellent communication skills in English, both written and verbal.

Language requirements: 

Language: English
Level of language required: Fluent spoken and written.