Job Information
Job Information
Description
New!
Events Manager (GMG/SEG 2)
Company Information
Company
Government of Jamaica
Website
http://bit.ly/GOJJobListing
Contact Name
Office of the Services Commission
Contact Email
communications@osc.gov.jm
Job Type
Full-time
Department
Office of The Governor-General and Staff, Kings House
Category
Media, PR & Communication
Posted
30-10-2024
Job Status
Start Publishing
30-10-2024
Stop Publishing
16-11-2024
Applications are invited to fill the following vacant post in the Office of the Governor-General and Staff, Kings House: Events Manager (GMG/SEG 2)
Salary range $4,266,270 - $5,737,658 per annum.
Job Purpose
Under the supervision of the Deputy Governor-General’s Secretary (Private), the Events Manager is responsible for managing the overall planning, coordination and successful conclusion of events related to The Governor-General’s constitutional, legislative, ceremonial and social duties. These include, but are not limited to, Royal and State Visits, Diplomatic dinners and luncheons, meetings, Courtesy Calls, and tours associated with Their Excellencies’ activities and social happenings.
He or she oversees all aspects of preparing and delivering these events. This includes adhering to agreed prices and/or budgets, upholding applicable quality, standards and norms while maintaining control and supervision of the participating team members.
The incumbent has the responsibility for ensuring compliance with sanitation, hygiene, health, food and safety concerns, other related policies and procedures as well as the organizational Vision and Mission statements of the Office of His Excellency The Governor-General and Staff. The Events Manager collaborates closely with the Aide-de-Camp, Household Manager, Property Administrator, Landscaping/Grounds Manager and other participants to ensure the smooth completion of events regardless of the size and/or complexity of the occasion.
The Events Manager works closely and interacts with other supervisors of the Private Establishment, as well as the Press Secretary, bringing all parties concerned to produce a successful event. This significant role requires a high level of management, organizational skills and energy, as well as knowledge of protocol, etiquette, event planning and customer service. The incumbent supports the Deputy Governor-General’s Secretary (Private) to ensure the timely output and co-ordination of activities to deliver the services which are representative of the Office.
Key Responsibilities
Management/Administrative:
- Develops and implements an effective and comprehensive Operational Plan and Budget;
- Monitors Their Excellencies weekly, monthly and annual diaries to be kept abreast of events that will require food and/or beverage service;
- Liaises with the Aide-de-Camp and DGGS(P) to ensure optimal response time and preparedness for events;
- Manages all aspects of the various events which take place at the Office of The Governor-General;
- Supervises the staff members who form part of the respective teams which are created to ensure the prescribed courtesies, customer service standards, and protocols are
- observed, and the required procedures for tasks are executed in keeping with established standards.
Technical/Professional:
- Manages the many and diverse tasks required to plan, prepare and deliver all official breakfasts, luncheons, dinners, banquets, cocktail parties, receptions and other events at
King’s House on the appropriate day, and within the agreed budget and timelines. These activities include the following:- Planning meetings involving key players;
- Ensuring that proper Government of Jamaica (GOJ) procurement guidelines are followed in selecting contracts for services such as electricians, decorators, florists, caterers and hireage companies (chairs, tables, cutlery, crockery, tents, etc.);
- Meeting with and selecting caterers for food and bar service;
- Purchasing food and miscellaneous items for events which will ensure the smooth running of the Private Establishment;
- Organizing and ensuring that all related activities are cohesively aligned on the day of the event;
- Reviewing all menus for official and private events and securing required approvals recommending changes as needed.
- Plans and selects team members for events based on requirements and standard practices;
- Participates in or chairs pre and post-planning meetings;
- Records and informs participants of decisions made and steps to be taken. Maintains file notes for reference;
- Liaises with providers, plans, obtains cost and manages details in order to adhere to agreed prices and budgets while maintaining applicable quality and standards;
- Secures quotations for goods and service as required;
- Orders and obtains supplies, establishes quality control, and manages the event participants, while adhering to GOJ procurement policies and procedures;
- Ensures compliance with sanitation, hygiene, health & safety regulations, organizational and quality requirements, as well as King’s House’s policies and procedures;
- Liaises with external event organizers and makes available the following:
Completed relevant event detail form; - Pertinent protocol documents;
- Recommended appropriate options for entertainment;
- Guidance on established norms and standards for events held at King’s House;
- Supervisory oversight for the Chefs in relation to food and beverage requirements for official events.
- Identifies and recommends appropriate décor;
- Meets with and offers guidance to approved decorators to ensure that the décor is suitable and in keeping with established standards;
- Determines staffing needs for events and co-ordinates with the relevant supervisors and managers to ensure adequate staff to support the event’s pre-planning, set-up and break-down activities.,
- Prepares overtime requests and claims and secures prior approvals, when required;
- Prepares a schedule of activities and ensures that each participant knows his or her role; creates the set-up and break-down teams;
- Provides leadership and direction to ensure effective implementation, while monitoring all activities to assure completion within the approved timeframe;
- Ensures that the necessary arrangements for medical or first-aid stations are available as required, and that all health and safety protocols are observed;
- Packages and wraps gifts which are to be presented on behalf of their Excellencies on occasions such as Royal and State Visits, and Courtesy Calls;
- Prepares requisitions for planned purchases and submits related invoices for approval;
- Follows-up to ensure that the procurement process is complete and suppliers have been paid;
- Briefs suppliers of goods and services on all aspects of the arrangements for the event; monitors to ensure that the required quality and service standards are maintained;
- Meets with the Aide-de-Camp, event organizers and event participants to ensure that everyone is briefed on the relevant arrangements and protocol required for the event;
- Liaises with the Aide-de-Camp to discuss the guest list, programme, timing, seating plan and venue lay-out for all events. Provides support to the Aide-de-Camp to ensure that the items on the programme are carried out in keeping with the set time;
- Co-ordinates with the appropriate persons for setting up displays, public address and audio visual systems before the event to ensure that all is ready;
- Conducts post-event/de-brief meetings. Prepares and submits post-event evaluation reports to the DGGS (Private) within the required timeframe;
- Recommends any corrective actions as required and ensures agreed actions are implemented for the future;
- Performs any other duties that may be assigned from time to time.
Other Responsibilities
- Provides event coordination support for events related to The Governor-General’s Programme for Excellence (GGPE);
- Provides support for events related to Jamaica’s Independence, the National Honours and
- Awards and other Ceremonies which are hosted by Government of Jamaica Ministries, Agencies and Departments in which The Governor-General is involved.
- Required Knowledge, Skills and Competencies
- High-level Event Planning Management and Execution and Budgeting
- Computer literate in Microsoft Office applications.
- Loyal, composed, trustworthy and demonstrates impeccable integrity.
- Able to lead, manage, organize, set priorities, multi-task and meet deadlines.
- A problem-solving and results-driven individual with an eye for details.
- Able to apply good judgement, negotiate, exercise initiative and cope well under pressure.
- Communicate effectively in both oral and written form with people at all levels.
- Confidential and professional as required in personal conduct and execution of duties.
Minimum Required Qualification and Experience
- An Undergraduate Degree in Public Sector Management OR Management Studies OR Hospitality Management from a recognized tertiary institution or its equivalent; AND
- At least five (5) years of proven, related experience.
- Training in protocol, budgeting and etiquette is required.
Special Conditions Associated with the Job
- The Events Manager is expected to lead by example and take a non-traditional approach to working hours. This means that he or she can generally work twelve-hour days which includes nights, weekends and public holidays.
- The incumbent will have to work through unexpected events and any emergencies. He or she may, on occasions, have to fill in for absent employees on short notice.
- The incumbent could experience the pressures of simultaneously co-ordinating a wide range of activities.
- Being an Events Manager can be stressful. It requires solving problems that arise during an actual event, spending long hours on one’s feet and often having to lift heavy objects, such as tables, chairs and other items.
- Travelling is required.
Applications accompanied by résumés should be submitted via email, no later than Friday, 15th November, 2024 to:
Director, Human Resources and Administration
Office of His Excellency The Governor-General and Staff
King’s House
Hope Road
Kingston 6
Office of His Excellency The Governor-General and Staff
King’s House
Hope Road
Kingston 6
Please note that only shortlisted applicants will be contacted.
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