Requisition ID 32965 Office Country United Kingdom Office City London Division Office of the Secretary General Contract Type Regular Contract Length Posting End Date 19/12/2022
Purpose of Job
The Analyst, Corporate Events and Protocol works in the Event Management team and is tasked with the smooth organisation and logistical delivery of all Board related meetings at HQ or externally for Board retreats, Regional Fora, and other events within the AMPEM remit. The role also cooperates closely with Protocol in the delivery of the Annual Meeting, the Festive reception hosted by the President for the Board, ExCom members and Senior Leadership Group colleagues, at HQ or externally, and other high-level visits or events throughout the year.
The role involves interaction externally with protocol chiefs of member country governments, ministries, embassies and the UK Foreign and Commonwealth Office, other IFIs, chambers of commerce and investment promotion agencies, venues and suppliers, and internally with Board Directors, the Executive Committee, Banking, Resident Offices, Communications, Business Development, Corporate Strategy, Procurement Operations and Delivery Department, Business Development and Vice Presidency Policy and Partnerships.
Accountabilities & Responsibilities
Corporate Event ManagementImplements the smooth organisational and logistical delivery of all Board and other events, including staff, under the AMPEM remit at EBRD Headquarters, according to the Bank’s policies and protocol. Setting up virtual and hybrid meetings and events on virtual event platforms such as Webex, Zoom and MS Teams. Works in close cooperation with event technicians in relation to complex technical details for events. Provides detailed event budget estimates and keeps relevant budgets updated. Identifies external venues and leads on the process of planning and delivery of special events chaired or hosted by the President. Researches new virtual and hybrid solutions for efficient delivery of hybrid events. Actively engages with IT internally and service providers externally in order to deliver hybrid events according to current best practice, in a secure and stabile manner. Recruits and trains event management temporary cover and a team of Meeting Room Attendants for internal events in line with the staffing budget. Source corporate gift companies and engage with them to develop and produce bespoke items, coordinate purchasing and distribution of protocol gifts and corporate gifts; monitor stock and budget.
Regional ForaIdentify external venues, working closely with the authorities and EBRD Resident Office. Facilitate the venue utilisation and develop delivery concepts for all events. Coordinate the preparation and delivery of the event, including all associated procurement processes, interpretation, budget, shipping, catering, conference technology, branding/graphics and protocol. Contract negotiation with, and management of, third party suppliers . Post-event evaluation (including budget reconciliation, data entry and analysis and producing reports for event stakeholders).
Specialisation ProtocolIn conjunction with the Director, AMPEM and Language Services Unit and the Principal, Protocol and working with host country counterparts, the Analyst assists with managing protocol matters at the Annual Meeting, Board Retreats, Regional Fora, including handling of VIPs at the highest level and ensure that EBRD requirements are met. Depending on the availability of the Principal, Protocol, assist and/or manage official inward visits at the highest level (Heads of State, Prime Ministers, Deputy Prime Ministers, royalty, Ministers of Foreign Affairs, EBRD Governors) and supervise the coordination of all requirements, in consultation with the FCDO, ministries, embassies and all internal departments involved.
In the context of the Annual Meeting (typically February-May):General involvement with delivery and choreography of Board of Governors official programme, social events, Partners’ Programme and the President’s scenario. Produce, edit and update the General scenario and subsequent individualised versions. Deal with enquiries regarding any issues relating to the visa process. Prepares the protocol shipment.
Knowledge, Skills, Experience & Qualifications
University degree in Event Management, Public Relations or Marketing Relevant professional experience in organising large-scale international events Experience in delivering virtual and hybrid meetings on virtual platforms Good understanding of event technology for in-person as well as virtual sessions Strong budgeting skills Experience in diplomatic protocol with exposure to governmental institutions, ministries of foreign affairs and state protocol Good understanding of the EBRD mandate Good knowledge of International Financial Institutions Excellent analytical and logical problem solving skills Excellent organisational and administrative skills with accuracy and attention to detail Excellent interpersonal skills Excellent communication skills in English, written and spoken Knowledge of other official languages of the EBRD would be an advantage
What is it like to work at the EBRD?
Our agile and innovative approach is what makes life at the EBRD a unique experience! You will be part of a pioneering and diverse international organisation, and use your talents to make a real difference to people's lives and help shape the future of the regions we invest in.
The EBRD environment provides you with:Varied, stimulating and engaging work that gives you an opportunity to interact with a wide range of experts in the financial, political, public and private sectors across the regions we invest in; A working culture that embraces inclusion and celebrates diversity; An environment that places sustainability, equality and digital transformation at the heart of what we do.
Diversity is one of the Bank’s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. As an inclusive employer, we promote flexible working and expecting our employee to attend the office 50% of their working time.