Employment / Tenders

Events Manager (Ref #188)

Job Title	Events Manager
Type	Locally Engaged
Grade	III
Section	DFAT
Supervisor	Counsellor (Management)
Date Prepared	January 2011

Job Purpose

Provide efficient and effective management of major representational events and routine functions and activities conducted by the Embassy. Process event bookings (external); provide advice and coordination support for external clients.

	Activities	Result
1	Event Management: Plan and effectively co-ordinate all aspects of major events including: Strategy/Planning Scheduling/Coordination Overseeing guest list Marketing requirements Budget Catering arrangements and logistics Venue set-up Contingency planning (wet weather, high profile politicians) risk management Organisation of annual national day event including co-coordinating steering committee, agenda, reporting, follow-up Continuous analysis of past events and introducing and implementing creative approach to event planning, proposal and recommendation.	Management and client satisfaction regarding events Strategic Event Planning and Execution
2	Budgeting: Pre-event financial estimates planning Identifying cost saving methods Clear documentation and timely reporting of expenses Provide input to SAO on charging for facilities	Managing budget to ensure maximum ROI Savings measures Sound budget management which complies with accounting rules and ethical standards
3	Sponsorship: Recruitment of and liaison with sponsors Development of a sponsor benefit package for key events Negotiation and coordination with all sponsors Maintenance of sponsorship records Maintaining and building relationships with sponsors through networking opportunities Adherence with policy guidelines for use of Embassy facilities and liaison with potential clients on sensitive issues	Achievement of agreed sponsorship targets for key events Managing sponsors; guest lists and marketing requirements Identifying and meeting the needs of individual sponsors
4	Team Co-ordination: Co-ordinate the overall operations of support staff Staff roster planning for events/functions Preparation and delivery of staff briefing notes as necessary Preparation and delivery of team training for events/functions as necessary	Successful delegation to and co-ordination of staff teams on large scale events Build strong relationship and communicate well with external and internal partners
5	Event Monitoring & Survey Co-ordination: Writing of survey instruments Timely dispatch of survey results, internally and externally after events and analysis of survey responses Reporting survey results to the steering committee and incorporating suggestions to next year's planning as necessary and handling adverse feedback	Development and on-going review of an effective evaluation system for events
6	Resource Development: Continuous analysis of resource needs and purchasing required equipment to ensure professional image at events	Effective management of information and resources relating to events
7	Visits and Project Coordination: Supervise Visits and Project Coordinator in support of successful high level visits.	Effective management of Visits operation

Knowledge, Skills and Attributes / Selection Criteria

Essential Criteria

Proven organisational skills-ability to handle multiple tasks and prioritise effectively
Proven experience in logistics and budget management
Well-developed interpersonal and negotiation skills including the capacity to attract sponsorship, and build strong relations with key stakeholders
Ability to coordinate productive team relationships and open communications with colleagues
Management skills necessary to undertake the allocation and monitoring of resources, and to contribute to the development of events corporate strategy
High proficiency in spoken and written English and spoken Japanese

Desirable criteria

Proven success in event management and co-ordination

Financial Delegations (as required)

Approver's Agent

Security

This position is subject to standard security vetting.

LES (Locally Engaged Staff) Conditions of Service

Commencement Date
21 March 2011 (negotiable)
Basic salary
¥ 6,230,000 (Grade III) per annum
¥ 519,167 monthly
Pension
EPI (Kosei Nenkin) or SGC (Australian Superannuation Guarantee Contribution)
Leave
Recreation leave: up to 20 days per year (this is on an accrual basis); and
Personal leave: up to 15 days per year (includes sick leave, maternity leave, etc.)
Hours of Work
Standard working hours: Monday to Friday, 9:00 a.m. - 5:30 p.m.
The ability to work outside of these hours on occasion is also necessary, including weekends. Non-standard hours worked will be offset by flexible leave time on an hour for hour basis.
Taxation / Medical Insurance / Social Insurance
All are a personal responsibility of staff. The Embassy does not deduct taxation from salaries each month. Staff are expected to submit their own tax returns each year. Medical and social insurance other than point 3 mentioned above is also a private responsibility.
Workers' compensation
The Embassy pays the normal workers' compensation insurance premiums for all staff.
Accommodation / Travel Assistance
The Embassy does not offer accommodation or travel assistance with this position, nor does it act as a rental guarantor. The salary is inclusive of these.
Visa
You must have an appropriate category visa to work at the Embassy. The Embassy will provide a letter to the Ministry of Justice in Tokyo in confirmation of intended employment. You will be responsible for all the arrangements and costs involved.
Performance Management
All staff are required to participate in the Embassy's performance management system. Any future increases in salary are dependent on performance based outcomes.
Probation
The first six (6) months of this employment contract will be a probation period, during which you will have formal and informal performance reviews with your supervisor. In the case of an unsatisfactory performance review, your employment may be terminated within the probationary period, and you will have no claim for unfair dismissal.
Security Vetting
Confirmation of Employment is dependent on meeting all of the requirements of security vetting.