Event Coordinator

The Permanent Mission of the United Arab Emirates to the United Nations The Permanent Mission of the UAE has been an integral part of the UN community since the founding of the UAE in 1971. The Mission contributes to the important work of the United Nations at all levels. Job Summary: This role is responsible for the project management of events; from receiving and communicating the brief to managing the logistics of multiple providers and service personnel required to fulfil each opportunity. This position requires effective communication skills to liaise with New York City vendors and to work within the UAE Ministry of Foreign Affairs guidelines. The United Nations Member State Permanent Representatives schedules are fluid within a global framework. Opportunities’ timelines often change, are rescheduled, or happen concurrently with other meetings. Key Responsibilities Sourcing and identifying preferred suppliers for Event productions and managing Mission assets. ● Maintain a Dual Reporting line to the Ambassador and to the Head of Support Services ● Attend weekly meetings with the UAE diplomatic corps chaired by the Permanent Representative and / or her Deputies. ● Create and manage the Mission Event spaces for meetings / events hosted independently and concurrently ● Establish and maintain positive relationships with NYC food and beverage wholesale and catering companies, restaurants, and independent chefs. ● Establish and maintain positive relationships with florists, production houses, rental companies, printing press / production companies, Shipping companies, man-power for service, moving, art-handlers, transportation companies, ● Monitor the inventory of all re-usable event assets, e.g. tables, chairs, podiums, glassware, flatware, artwork, official portraits, linens, tables, chairs, flags, and banners below the line Mission collateral like Emirati giftbags. Overseeing critical timeline management ● Manage delivery, pick-up, load in/out schedules and insurance requirements for event collateral.*Background check will be required*● Work with the Facility Management Company for the Mission to arrange table / seating arrangements. ● Work with the Mission Security team to alert them to delivery / personnel schedules. Sourcing and Styling Mission Gifts ● Coordinates with Diplomats and Committee Experts for UAE Mission Gift Requirements ● Briefs dealers on Ministerial visual style guidelines and use of the Government Emblem. ● Consults with the Design Team for branding of gifts and packaging design. ● Negotiates prices with vendors. ● Coordinates deliveries. ● Performs quality assurance checks. ● Takes inventory of stocked items. ● Adheres to procurement charter. Coordinate Event Contracts • Works with Event and Mission account representatives • Obtains competitive terms and finalizes signatures. Assists Tracking Year on Year Events • Tracks events, audience, and expenditure. • Assists with review, evaluation, and tracking of Event Proposals Competencies ● Decision Making: ability to make logical decisions to secure providers and ensure timely delivery of event goods. ● Resource Management: Ability to manage peer requests, event schedules, inventory, packing, pro forma invoices and interact with providers while adhering to Mission accounting requirements for documentation and payments. ● Communicating and Influencing: Microsoft Office proficiency required along with ability to articulate in text and in person to provide Mission gifts that are in line with the UAE Mission to the United Nations strategic goals and objectives. ● Problem Solving: Ability to find workable solutions to meet critical event deadlines to ensure UAE presence is seen in a positive and welcoming light. ● Teamwork: Ability to work with the Design Team and corporate dealers to produce finished products that project UAE Ministry of Finance and International Cooperation identity. Ability to communicate and positively participate within the Mission Events and Mission Media Teams while maintaining operational service levels with MoFAIC executives. Education and Experience ● Bachelor’s degree or equivalent and/or 5 years administrative experience in an international or government body or organization. ● Extensive Event management experience with globally recognized companies.*Background check will be required*● Middle management experience with defined reporting lines to upper management to motivate a team of for event production. This includes upward management to secure dietary restrictions for providers, create detail timelines for all participants to be able to independently deliver on time and on budget. ● Fluent English language is required, Arabic is a plus. ● Proficient understanding of the Middle East, the UAE, and the agenda of the United Nations