Events Engagement Officer - LE4 - DFAT - London

The successful applicant will be engaged as a locally engaged staff member by the Australian High Commission, London. The Fair Work Act 2009 is not intended to apply to the employment of Locally Engaged Staff (LES) at Australia's overseas diplomatic and consular missions. The successful candidate's terms and conditions of employment will be governed by the laws of the United Kingdom. Please be advised that the Australia High Commission does not assist with relocation. Any costs associated with taking up the position would be the responsibility of the successful candidate.

About The Department Of Foreign Affairs And Trade

The role of the Department of Foreign Affairs And Trade (DFAT) is to advance the interests of Australia and Australians internationally. This involves strengthening Australia's security, enhancing Australia's prosperity, delivering an effective and high-quality overseas aid program and helping Australian travellers and Australians overseas. The department provides foreign, trade and development policy advice to the Australian Government. DFAT also works with other Australian government agencies to drive coordination of Australia's pursuit of global, regional and bilateral interests.

About The Position

Working under the direction of the Business Operations Manager, and in close liaison with the First Secretary (Management Branch) and Minister Counsellor (Management) and Consul-General, the Events Engagement Officer is responsible for making strategic recommendations regarding events to the Events Decision Group and managing the coordination of events held at Australia House. This position will provide back-up support for the Executive Events Officer as required, including assistance with events held at the Head of Missions residence.

The key responsibilities of this position include, but are not limited to:

• In close liaison with key internal stakeholders, lead the governance function of the Events Decision Group and make decisions aligned to the strategic objectives of the Australian High Commission and Australian Government.
• Manage the delivery and end-to-end logistics of events, including contingency planning, coordinating stakeholders, providing weekly status reporting to senior management, overseeing event set up and completion, and managing inventory.
• Research and contribute new ideas with the aim to innovate and improve event processes and technologies that support the strategic objectives.
• Develop, maintain and strengthen strategic relationships, negotiate and liaise across a range of stakeholders including suppliers, contractors and events management staff to ensure the successful delivery of events and functions.
• Collaborate with and provide expert advice to internal stakeholders running events at the High Commission, including on venue logistics, suppliers, security and protocol.
• Contribute to developing event related risk assessments, working in close consultations with event leads, suppliers, and other stakeholders to ensure safe delivery.
• Undertake procurement, contract management responsibilities and manage the related budget in accordance with DFAT policy guidelines.
• Deliver core outputs such as timely event costings, effective communication of terms and conditions, related financial administration and resolution of client queries.
• Establish and maintain internal booking procedures, and ensure effective scheduling, planning and coordination with internal stakeholders.
• Coordinate and direct contractors, including cleaners, porters and external technology suppliers to ensure room set-up and clear down for events is completed in accordance with client specifications.

Qualifications/Experience

• Experience in managing competing stakeholder demands, expectations and deliver excellent client service.
• Experience in event management and general hospitality, including delivery of high-level VIP events.
• Budget monitoring experience and effective management of supplier contracts in accordance with applicable procurement and finance policy.
• Excellent written and verbal communication skills.
• High level of organisational skills and ability to manage multiple projects simultaneously.
• Ability to work collegiately and flexibly as part of a small team to deliver high quality results.
• Demonstrated ability to work with minimal supervision, apply good judgment and innovate to achieve work objectives in a timely manner.
• Experience in full Microsoft Office Suite, particularly Excel.

Selection Criteria

Please ensure you provide a response to each of the listed selection criteria below. In your response, you must include relevant high-level examples from your experience that support your claims against the role. The word limit is strictly 250 words per response to each selection criteria. The panel may not assess incomplete applications or responses which exceed the word limit.

• Experience in event management from initial planning through to completion, including guest lists, invitation design, event schedules, orders, staff coordination, risk assessments and overall guest experience.
• Excellent customer service and communication skills, taking the time to investigate and understand requirements in order to efficiently communicate with and manage stakeholders and their potentially challenging range of expectations and demands.
• Proven ability to effectively manage multiple supplier relationships, including briefing suppliers on requirements, holding them to account professionally and courteously and ensuring standards of delivery are met and reflect value for money.
• Experience undertaking procurement, contract management responsibilities and managing the event budget while aligning to policy.
• Ability to take initiative, set priorities and organise work effectively and efficiently, completing projects and assignments with limited supervision.

The Human Resources Section based in the Australian High Commission, London is responsible for managing all recruitment processes across the European region. To apply, please use the 'Apply' button below. Please direct any other queries to . We are committed to providing an inclusive and diverse workplace where all employees are valued. We appreciate the experiences, skills and perspectives of all individuals. We actively encourage applications from people from diverse backgrounds who share our values.