VIP Visit Manager

Job description / Role

Our client, a European Embassy, is seeking a VIP Visit Manager to work from their Embassy in Abu Dhabi or Dubai. The jobholder will support the Embassy personnel during the period of Expo 2020, on a fixed term contract from 14th November 2021 to March 2022.

• The jobholder will play a leading role in the cross-departmental team responsible for designing and managing high level visits to locations across the UAE, including visits to Expo2020.
• The jobholder may be based in Abu Dhabi or Dubai, but will need to be flexible in travelling frequently between the two. The number of days spent at each location will be agreed with the jobholder.
• This is a challenging and rewarding role, which requires flexibility and creativity, as well as excellent organisational skills.
• The jobholder will need to demonstrate the ability both to operate with a high degree of autonomy and to work collaboratively with a wide range of stakeholders inside and outside the Embassy to ensure highly professional and efficient delivery of visits.
• Working closely with the Ambassador and Senior Leadership Team, the Political Section, the Expo 2020 Pavilion team, the Corporate Services Section, and other colleagues in both Abu Dhabi and Dubai Embassies, as well as Government Departments in the UK, the jobholder will need to engage confidently and effectively with people at all levels, including key contacts in the UAE Government.
• Good problem solving and judgement skills, a keen eye for detail and the ability to deliver results quickly, including under pressure, are essential.
• The jobholder will need to plan thoroughly, to foresee and mitigate risks, and to respond to unforeseen obstacles, including last minute changes to visit programmes.

Duties and responsibilities:

The jobholder will exercise a high degree of responsibility for designing and delivery VIP visits, including:

• Designing and delivering innovative, creative and high-impact visit programmes to locations across the UAE including to the Expo 2020 Pavilion, in consultation with a wide range of stakeholders;
• Taking the lead on production and coordination of briefing packs, writing some parts and commissioning input from others in a timely fashion, to include detailed plans for individual events, biographies of key interlocutors and wider background briefing to put the visit into context;
• Oversight of logistical and administrative support for VIP visits, including arrangement of accommodation, transport, hospitality and logistics for key events;
• Oversight of budgets, including forecasting and tracking expenditure, ensuring that all expenses incurred are in line with government guidance and properly accounted for;
• Recording key actions arising from planning meetings, ensuring each has a clearly identified owner and tracking progress on these;
• Deputising for their Line Manager, on occasion chairing internal planning meetings with colleagues at all levels and representing the Embassies in meetings with external partners;
• On the ground support to visiting delegations during VIP visits and preparatory recce visits by the VIPs’ teams;
• Maintain a central record of visit programmes and briefing packs to inform future visits.

The above list is not exhaustive and may be subject to change. The jobholder will be required to be flexible and to take on other tasks as required.

Requirements

• The jobholder will exercise a high degree of responsibility for designing and delivery VIP visits, including:
• Designing and delivering innovative, creative and high-impact visit programmes to locations across the UAE including to the Expo 2020 Pavilion, in consultation with a wide range of stakeholders;
• Taking the lead on production and coordination of briefing packs, writing some parts and commissioning input from others in a timely fashion, to include detailed plans for individual events, biographies of key interlocutors and wider background briefing to put the visit into context;
• Oversight of logistical and administrative support for VIP visits, including arrangement of accommodation, transport, hospitality and logistics for key events;
• Oversight of budgets, including forecasting and tracking expenditure, ensuring that all expenses incurred are in line with government guidance and properly accounted for;
• Recording key actions arising from planning meetings, ensuring each has a clearly identified owner and tracking progress on these;
• Deputising for their Line Manager, on occasion chairing internal planning meetings with colleagues at all levels and representing the Embassies in meetings with external partners;
• On the ground support to visiting delegations during VIP visits and preparatory recce visits by the VIPs’ teams;
• Maintain a central record of visit programmes and briefing packs to inform future visits.

The above list is not exhaustive and may be subject to change. The jobholder will be required to be flexible and to take on other tasks as required.

Requirements:

• Experience of visit organisation, event management or project management
• Experience working with a government organisation
• High-level organisational and coordination skills, including the ability to prioritise, meet deadlines, proactively identify and resolve potential problems
• Strong interpersonal skills and proven ability to work both autonomously and in a team, and to work effectively with clients, including at senior levels
• Completely fluent in English, with demonstrated ability to communicate effectively and persuasively (both orally and in writing), including high quality briefing for senior stakeholders
• Demonstrates courtesy and consideration in dealing with all stakeholders.
• Able to show discretion in handling sensitive matters, with the trust of all involved
• High degree of knowledge of Microsoft Office applications including Microsoft Outlook, Word and Teams
• Understanding of UAE politics, economics, and foreign policy
• Previous relevant experience working with government or in an embassy/foreign diplomatic mission or an international organisation, and/or in the delivery of Corporate Services, as would knowledge of written and spoken Arabic
• Holds a degree level qualification or equivalent workplace experience.

About the Company

Service

Our aim is to provide our clients and candidates with a consistent, quality service that goes beyond the norm, giving them peace of mind and complete trust in our ability to meet their needs.

Knowledge

Big Fish consultants specialise in their fields and have extensive experience in the region and beyond. We take pride in our knowledge and network and believe that our relationships are built on trust and integrity and are made for the long term.

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At Big Fish, as well as caring for the people we work with, we also care about the world and environment we live in, that's why Big Fish support initiatives that promote human welfare, environmental protection and sustainability.